User Acknowledgment
How users acknowledge policies through My Workspace
When users are assigned to a policy acknowledgment campaign, they receive email notifications and the policy task appears in their My Workspace. Users can view the policy document, download it for offline reading, and acknowledge it to confirm they have read and understood the policy. All acknowledgments are tracked with timestamps, IP addresses, and user agent information for compliance and audit purposes.
My Workspace Integration
Policy acknowledgment tasks appear alongside other assignments in the user's My Workspace.
Compliance Tracking
Every acknowledgment is recorded with timestamp, IP address, and user agent for audit trails.
Acknowledgment Process
Receive Notification
User receives email notification about the policy acknowledgment requirement
Access My Workspace
User navigates to My Workspace where the policy task appears
Review Policy
User views or downloads the policy document to read it
Acknowledge Policy
User clicks "Acknowledge" button to confirm they have read and understood the policy
Accessing Policy Tasks
Email Notification
Users receive an email notification when they are enrolled in a campaign. The email includes the campaign name, policy name, due date, and a direct link to My Workspace where they can view and acknowledge the policy.
My Workspace
Navigate to My Workspace from the sidebar. Policy acknowledgment tasks appear in the task list with a badge indicating "Policy Acknowledgment". Tasks show the policy name, campaign name, due date, and current status.
Status Indicators
Tasks show status badges:
- Pending: Policy not yet acknowledged
- Acknowledged: Policy has been acknowledged (task may be filtered out)
- Overdue: Past the campaign end date without acknowledgment
Viewing and Reviewing Policies
View Policy Document
Click "View Policy Document" to open the policy PDF in a modal window or new tab. This allows users to read the policy without leaving My Workspace. The system tracks when the policy is viewed for compliance purposes.
Download Policy
Click "Download PDF" to save the policy document locally. This is useful for offline reading or printing. Users can download the policy at any time, even after acknowledging.
Policy Information
The policy task page shows:
- Policy name and description
- Campaign name
- Due date
- Current acknowledgment status
- Policy category
Acknowledging Policies
Review Policy
Before acknowledging, users should review the policy document. They can view it online or download it for thorough reading. Some campaigns may require viewing the policy before acknowledgment is allowed.
Click Acknowledge
Once the user has reviewed the policy, click the "Acknowledge" button. A confirmation dialog may appear to ensure the user understands they are confirming they have read and understood the policy.
Confirmation
After acknowledging, the system records the acknowledgment with a timestamp, IP address, and user agent information. The task status changes to "Acknowledged" and the user may receive a completion email if configured.
Policy Version Tracking
Document Hash Tracking
When a user is enrolled in a campaign, the system captures the policy document hash at that moment. If the policy document is updated after enrollment, the system detects the change and may require re-acknowledgment.
Version Binding
Each acknowledgment is permanently linked to the specific policy version the user acknowledged. This ensures compliance records accurately reflect which version of the policy was acknowledged, even if the policy is updated later.
Troubleshooting
I don't see the policy in My Workspace
Check that the campaign has been published and you have been assigned to it. If you were recently assigned, refresh My Workspace. Contact your administrator if the issue persists.
I can't acknowledge the policy
Ensure you have viewed the policy document if the campaign requires viewing before acknowledgment. Check that the campaign has not ended (if late acknowledgments are not allowed).
The policy document won't open
Try downloading the PDF instead of viewing it inline. Ensure your browser supports PDF viewing or use a PDF reader application. Check your internet connection.
I already acknowledged but it shows as pending
Refresh the page or check My Workspace again. If the issue persists, the policy may have been updated and requires re-acknowledgment. Contact your administrator.
Next Steps
Reports
Learn how administrators track acknowledgment progress and generate reports
Learn About ReportsNeed Help?
If you're having trouble acknowledging a policy, contact your administrator or support team.