This article is for policy administrators, that is, the person who manages company policies and sets up policy distribution to employees.
How Policy and Document Acknowledgment Works
- Your documents are sourced from the Policy Organizer, where you manage all your policies, procedures, and other essential documents.
- These documents and policies are then assigned to employees using recipient lists (also known as distribution lists).
Managing Recipient Lists
As the administrator of distribution lists , you will find the "Policy Settings" page available by default.
- Navigate to "Policy Settings" in the left-hand menu.
- Add or modify recipient lists.
- You can also track reports to see who has reviewed or not reviewed the document.
How to Set Up Recipient Lists
Ensuring employees are familiar with company policies relies on a recipient list (also known as a distribution list). This list defines who needs to review specific documents and by what deadline. You can create these distribution lists yourself, tailoring them to your organization's specific needs.
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 distribution 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.
