Getting started with document acknowledgements

Document acknowledgements let you send an important document and ask people to confirm they have read and understood it. Each confirmation is captured with a signature and timestamp, giving you proof they acknowledged it, not just received it.

For the person sending, that means no more spreadsheets or manual chasing. You get a live view of who has confirmed and who is still outstanding, plus a ready-made audit trail of who accepted which document version, and when. For the user receiving, it means reading the document and confirming in a couple of clicks, without any extra logins or paperwork.

It is useful whenever you need proof that named people have read something, for example health and safety policies, risk assessments, standard operating procedures, compliance and HR policies, and onboarding packs.

Examples may include:

• A health and safety manager publishes an updated safety policy and needs every field worker to accept it before the end of the month. They send one request and track who has acknowledged from a single list.
• An auditor asks who signed the latest fire safety procedure. The manager opens the request and hands over a list of names, signatures, and timestamps, with no digging required.
• A new team member is sent the site risk assessment on their first day. They read it, sign, and get a receipt they can refer back to whenever they need it.

Key things to know

• An acknowledgement request covers one document sent to a list of recipients. Each recipient gets their own record.
• You select a document, not a version. Recipients always see the current published version, and the version each user acknowledges is captured at the moment they submit.
• Recipients must be existing Vatix Workspace users with the Documents licence.
• Each acknowledgement request is independent. Sending a new request for the same document does not affect earlier requests.

Who can access document acknowledgements

Document acknowledgements works for both sides of the process:

• Account Owners and Managers can create, send, and track acknowledgement requests from the 'Documents' module. Read more in 'How to send and track document acknowledgement requests' article.
• Any Vatix Workspace user with the Documents licence can be sent a document to acknowledge, whatever their role. Read more in 'How to complete document acknowledgements' article.