Step 1 - Upload a Company Document
Navigate to Documents > Team tab in the main navigation menu. Click the Upload Document button to begin uploading a new company document.
Fill in the required information:
Document Name: Enter a clear, descriptive name for your document
Document Type: Select the appropriate document type from the dropdown
Description (optional): Add any helpful context about the document
When uploading a company document (visible to all employees), you'll see a section asking: "Do you want to require acknowledgement for this document?"
Select Yes to enable acknowledgment collection. When enabled, all employees with portal access will automatically be assigned to acknowledge this document. The system will create acknowledgment assignments for all active and resigned employees who have portal access.
Note: Once a document is uploaded with acknowledgment enabled, you can view and manage which employees are assigned to acknowledge it.
Step 2 - View Acknowledgment Status
After uploading a document with acknowledgment enabled, you can track the acknowledgment progress directly from the Team documents table.
In the Acknowledgement Status column, you'll see a circular progress indicator showing the percentage of employees who have completed acknowledgment. Hover over the progress circle to see the exact count (e.g., "5/10 Acknowledgement Completed").
Click the View Assignments icon (account-check icon) in the Actions column for any document that requires acknowledgment to open a detailed sidebar showing all assigned employees and their acknowledgment status.
Step 3 - Review Individual Acknowledgment Status
The acknowledgment sidebar displays a table with the following information for each assigned employee:
Name: Employee's full name
Employee ID: The employee's unique identifier
Department: The employee's department
Status: Shows either "Acknowledged" (green chip) or "Not Acknowledged" (yellow chip)
Updated on: The date and time when the employee acknowledged the document (if acknowledged)
Use the search field at the top of the sidebar to quickly find employees by name, employee ID, or department.
Step 4 - Manage Employee Assignments
If you need to add or remove employees from the acknowledgment list, click the Edit Assignees button in the acknowledgment sidebar.
In the Edit Assignees dialog:
Use the search field to find employees
Select employees you want to add to the acknowledgment list
Deselect employees you want to remove (note: employees who have already acknowledged cannot be removed)
Click Update Assignments to save your changes. The system will automatically update the acknowledgment assignments and refresh the status.
Important: Employees who have already acknowledged the document cannot be unassigned. They will appear as mandatory items in the selection list and cannot be deselected.
Additional Information
Prerequisites
You must have Admin permissions to upload documents and manage acknowledgment assignments
Employees must have portal access to view and acknowledge documents
Documents must be uploaded as Company documents (visible to all) to enable acknowledgment
How Employees Acknowledge Documents
When an employee views a document that requires acknowledgment, they will see:
A preview of the document (for PDF and image files) or a download option (for other file types)
A checkbox stating: "I acknowledge that I have read and understood this document"
An Acknowledge button that becomes enabled once they check the box
Once an employee acknowledges a document, the acknowledgment is recorded with a timestamp and cannot be undone.
Tracking and Monitoring
The Acknowledgement Status column in the documents table provides a quick overview of completion percentage
The acknowledgment sidebar provides detailed information about each employee's status
You can search and filter the acknowledgment list to find specific employees
The system automatically tracks when each acknowledgment was completed
Tips
Enable acknowledgment when uploading important policy documents, compliance materials, or company-wide announcements
Use the search functionality in the acknowledgment sidebar to quickly find employees who haven't acknowledged
Send reminders to employees who haven't acknowledged by a certain deadline
Review acknowledgment status regularly to ensure compliance
Troubleshooting
Q: Why don't I see the acknowledgment option when uploading?
A: The acknowledgment option only appears for Company documents (documents visible to all employees). Individual employee documents do not support acknowledgment.
Q: Can I change acknowledgment requirements after uploading?
A: You can manage which employees are assigned to acknowledge a document, but you cannot disable acknowledgment for a document once it's been uploaded with acknowledgment enabled.
Q: What happens if an employee doesn't have portal access?
A: Only employees with portal access are automatically assigned to acknowledge documents. Employees without portal access will not appear in the acknowledgment list.
Q: Can employees unacknowledge a document?
A: No, once a document is acknowledged, the acknowledgment cannot be reversed. This ensures proper audit trails for compliance purposes.