This article is for policy administrators, that is, the person who manages company policies and sets up policy distribution to employees.
What Are Recipient Lists?
A recipient list determines who sees which policies – that is, which employees will see specific policies on the portal, and which policies Aptien will send to whom for acknowledgment. Using recipient lists, you:
For everything to work properly, you need to have your policies and other documents ready in the Policy Organizer, and job positions created and assigned (if you have policies or procedures intended only for specific job positions).
A recipient list defines who needs to review what, and by when:
- You can build recipient lists for all employees, for job positions, or for individual employees
- You can add one or more documents to a recipient list
- Documents are sourced from the Policy Organizer, where you manage all your policies, procedures, and other documents
- You create recipient lists yourself, based on your company's needs
How to Set Up Recipient Lists
Ensuring employees are familiar with company policies relies on a recipient list. This list defines who needs to review specific documents and by what deadline. You can create these recipient lists yourself, tailoring them to your organization's specific needs.
Where to Find Recipient Lists
- Go to "Policy Settings" in the left-hand menu.
- You'll see an overview of recipient lists grouped by target audience (everyone, job roles, individuals).
- Select and edit an existing recipient list.
- Or create a new one.
- For each recipient list, you also get an overview and reports showing who has and hasn't reviewed the document.
How to Create a Recipient List
- Click the "Create Recipient List" button.
- Select the source document that recipients need to review.
- Choose the recipients – who needs to review the document.
- Set the acknowledgment deadline – the date by which users must confirm they've reviewed the document, starting from when it's shared with them.
- Enter a name for the recipient list. This name helps you easily identify and manage it among other lists.
Once you create the recipient list, the system will automatically send notifications to all listed individuals (users). As the deadline approaches, it will also send reminders to anyone who hasn't yet confirmed their review.
How to Properly Set Up Policy Recipients
As a Policy Administrator, you have three ways to distribute policies:
- For All Employees - the system automatically adds all active licensed users to the recipient list. Once you assign a license to a new team member, they will also be automatically included, and the document will be sent for their acknowledgment.
- By Job Roles - you select recipients based on their job role (e.g., Accountant, Warehouse Associate, Sales Manager). This method is suitable for documents intended for a specific role.
- For Specific Employees or Groups - use this option if the document is for precisely defined individuals who may not have the same job role. For a larger number of people, you can select an employee group. In the recipient list, you will then see the name of the selected group instead of individual names.
Notifications Regarding New Policies
Once a new policy is active and assigned, users will begin receiving notifications about the policy they are required to review and acknowledge.
- Users will receive an email notification instantly once a new policy document is published and assigned to them.
- Daily reminders for outstanding policy documents will be sent via the policy portal if any document's review deadline has passed.
