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How to send and track document acknowledgement requests

Applies to user roles: Account Owner, Manager

Available on platforms: Vatix Workspace web app

Document acknowledgements let you send a document to a list of people and ask each of them to confirm they have read and understood it.

Every confirmation is recorded with a timestamp, the person's name, their signature, and the document version they acknowledged, so you have an audit trail without chasing people one by one.

Note: To learn more about how document acknowledgements can be used, read this article. To learn how to complete a document acknowledgement as a recipient, read this article.

Before you start

  • The document must be published. Drafts cannot be selected in a request.
  • Recipients must already be Workspace users with the Documents licence enabled.

How to create a new acknowledgement request

  1. Open 'Documents' in the left sidebar.
  2. At the top of the sidebar, click 'Acknowledgements'.
  3. In the top-right corner, click 'New request'.
  4. In the 'Name' field, type a name for the request. This is how you and your colleagues will identify it in the list, for example ‘Lone Worker Policy — Q2 ack’.
  5. Open the 'Document' dropdown and search for or select the published document you want people to acknowledge.
  6. In the 'Recipients' field, search for and tick each Workspace user you want to send the document to. To remove someone, click the 'x' next to their name.
  7. In the 'Due date' field, enter the date by which recipients should acknowledge the document.
  8. Click 'Send'.
  9. Review the details in the confirmation window.
  10. Click 'Send' to confirm. To make changes first, click 'Back'.

 

Note: You pick a document, not a version. Recipients always see the document's current published version when they open it, and the version each person acknowledges is recorded against their individual record at the moment they submit.

When the request sends, a confirmation message appears and the request shows as 'Active' in the document acknowledgements list. Each recipient receives an email with a unique link to the document and the acknowledgement page, and an acknowledgement action is created for each person.

Note: If you see a message that some recipients are already pending acknowledgement of this document on another active request, either remove those people from the recipient list or cancel the other request. This prevents sending someone the same document twice at once.

How to track document acknowledgements

  1. Open 'Documents' in the left sidebar.
  2. At the top of the sidebar, click 'Acknowledgements'.
  3. Review the Acknowledgements list. It shows every request in your account with its 'Name', 'Document', 'Due date', 'Status', and 'Completion' percentage.
  4. Click the request you want to check.
  5. Review the request detail page. The headline is the request name, and the line beneath shows the document name, the sent date, and the due date.
  6. Review the four summary cards at the top: 'Recipients', 'Acknowledged', 'Pending', and '% Complete'.
  7. Below the cards, review the recipient list. Each row shows the person's 'Name', 'Status' ('Pending' or 'Acknowledged'), the 'Acknowledged at' timestamp, and the 'Version' they acknowledged.

 

Because the acknowledgement timestamp shows on every acknowledged row, you can see at a glance whether each person acknowledged before or after the due date.

Tip: Use the 'Search' box to find a specific recipient, and click a column heading to sort the list. Use 'Columns' to show or hide the 'Name', 'Status', 'Acknowledged at', and 'Version' columns.

The request flips automatically from 'Active' to 'Completed' once every recipient has acknowledged.

How to cancel a document acknowledgement

You can cancel a request while it is still active. Acknowledgements that recipients have already submitted are kept and stay in the record. Anyone who has not yet responded will no longer be able to acknowledge the document.

  1. Open the document acknowledgement you want to cancel.
  2. Click the three-dot icon in the top-right corner.
  3. Click 'Cancel'.
  4. Review the confirmation window.
  5. Click 'Cancel request'.