Mark a document as new for each individual customer until they have actually opened the file. Do not use the publication date as a universal boundary: a customer granted access later has a different information history from someone logging in daily.
A red badge saying ‘12 new’ attracts attention, but quickly loses value if viewed files stay new or old archive material suddenly counts. Define precisely what constitutes a view and when the signal disappears.
Record views per user and document
Yindle Portal can record document views per user and count visible documents without a view on the dashboard. The same file can therefore be new to customer A and already viewed by customer B.
Call this ‘new’ or ‘not yet opened’, rather than ‘unread’ if the system measures only opening. A download or page visit does not prove the content was understood.
Choose the right measurement point
Record the view only after authorisation succeeds and the file or detail page is offered in a usable form. A failed download must not clear the badge. Also decide whether a new version appears as new again; this usually makes sense if the change is relevant.
For documents without version management, you can publish a new file. Use a recognisable title and explain which previous document it replaces so customers do not see two ‘final’ variants.
Worked example: fictional mortgage adviser
In this fictional example, advisory firm Sleutelpad publishes a general process guide and a personal advice summary for each client. Client Vera opens the guide that day; its new marker disappears for her. Her partner Kai shares the record but has not looked yet and still sees one new document.
A week later, the firm replaces the advice summary with a corrected version. Both clients receive a new signal for that version and see what changed in its description. The system does not call the file ‘read’; only the view is known.
Use a signal matrix
| Event | Show as new? | Explanation |
|---|---|---|
| First publication within scope | Yes | No personal view recorded |
| File opened successfully | No | Only for this user |
| Important new version | Yes | Identify the version and change |
| Access added later | Policy choice | Avoid dozens of irrelevant badges |
| Download failed | Yes | Task not completed usefully |
The row about access added later needs nuance. Mark only documents the customer now needs, or provide a separate ‘archive’ folder without new badges.
Measure the signal itself
Look at how long new documents remain unopened and whether customers reach the correct file from the badge. Do not use this to monitor individuals. The aim is to discover whether the title, timing and route are clear enough.
Test with several users sharing one record, republished files and revoked access. Counts on the dashboard, list and mobile navigation must match everywhere.
Avoid a badge for every historical file when someone joins a long-running record. Have the content owner mark which documents are currently relevant to a new user, or start new status from the moment access is granted. Make the chosen rule predictable.
A document that opens automatically in the browser must not immediately count as viewed if the user first encounters a cookie notice, error or inaccessible preview. Measure when the title and download actually become available. Important files may require a separate acknowledgement action; do not confuse that with a view.
Do not use new status as a retention mechanism either. Once the signal disappears, the file must remain findable by category, date or search term. Add a ‘new’ filter for convenience, but build the library so customers can understand their record without badges too.
Recalculate the count immediately on deletion or replacement. A badge leading to a missing document damages trust. Test caching and multiple sessions, especially when the dashboard and document list fetch data separately.
Also explain what ‘new’ means. A short tooltip prevents users confusing the badge with a substantively changed, mandatory or unsigned document.
Explore Yindle Portal for personal records and documents. The guide building a customer portal helps define scope and administration. To choose a clear definition of new, discuss your document workflow with Yindle.