In this article:
Learn how to set up Document Acknowledgement so staff are prompted to read and confirm their understanding of important documents.
Create a group of documents, assign users or teams, choose a one-time or recurring schedule, and export acknowledgement activity when you need to monitor completion.
Document Acknowledgement is an optional add-on. Document ackowledgement (staff attestation) for critical healthcare policies is the formal, documented acknowledgment by healthcare workers that they have read, understood, and agreed to abide by specific organizational policies. In high-risk clinical environments, simple policy distribution is insufficient; active attestation bridges the gap between operational policy and actual workplace compliance.
Users receive a Document Acknowledgement task, open the document preview, read or download the document, then confirm that they have read it.
Q: Can an acknowledgement event run more than once?
A: Yes. Set the frequency to make the event one-time or recurring.
Q: Can I assign an event to teams?
A: Yes. You can select users, teams, or both. Teams can make large groups easier to manage.
Q: Can I see who has acknowledged the documents?
A: Yes. Export the activity statement from the Document acknowledgement page in Admin mode.
Before you start
Check the following:
- Document Acknowledgement is an optional add-on included in your subscription. Check your subscription
- You have the Edit system configuration admin permission. Learn more
How Document Acknowledgement works
A Document acknowledgement event brings the documents, audience, instructions and schedule together.
Documents & audience
Create a group from documents already held in the Documents register, then assign individual users, teams, or both.
Schedule & reminders
Run the event once or on a recurring schedule, with instructions and reminder days for each task.
At the scheduled time, each selected user receives a Document Acknowledgement task. The task opens a document preview where they can view or download the document and confirm they have read it.
Step 1: Go to Document acknowledgement
Navigation path
Go to Document acknowledgement in Admin mode.
Step 2: Add a new event
Select Add, then enter a name in Document group name.
Step 3: Choose documents and audience
In Document/s to acknowledge, select the documents to include. Then select the relevant users and teams in Assigned users and Assigned teams.
Configure the documents, audience, frequency, task instructions, due date and reminders for the event.
Step 4: Set the schedule and save
Set Frequency for how often users need to acknowledge the documents, add any notes in Task instructions and comments, set Next task due date, and set Reminder days. Select Save.
Step 5: Track and export acknowledgement history
The same Document acknowledgement page lists every event alongside its history. Select Export to download the activity statement, which lists acknowledgement events and user activity so you can monitor completion.
Review acknowledgement groups, assigned-user counts, frequency and due dates.
Deleting document acknowledgement tasks
Open document acknowledgement tasks are deleted when:
- If a user is made inactive, any open document acknowledgement tasks will be deleted.
- If a document acknowledgement event is deleted, all corresponding open document acknowledgement tasks will be deleted.
- If a user is removed from a scheduled document acknowledgement event, the corresponding open document acknowledgement tasks will be deleted.
To remove a user from the scheduled document acknowledgement event, select the × beside their name in Assigned users, then select Save. Their corresponding open document acknowledgement task will be deleted.
What happens next
The task appears in their task list
Each selected user sees the Document Acknowledgement task alongside their other tasks.
Completion shows up in the activity statement
Once they confirm they've read it, their status updates in the activity statement you export from Document acknowledgement.
For step-by-step guidance on completing the task, see: