Acknowledgments let you require team members to confirm they’ve read or viewed important content, like Pages, Files, or Workflows so you can track who has seen updates and when.
This ensures important information doesn’t slip through the cracks, improves team alignment, and provides proof of acknowledgment for audits or compliance needs.
Managers save time chasing confirmations, and teams stay confident that everyone is on the same page.
Users: You must be an Administrator or a Builder with edit permission to create Acknowledgments.
Note: Acknowledgments rely on Version Control also being enabled on your account.
Please contact our support team if you would like to trial these features.
Policy updates: Require employees to acknowledge new or updated policies such as HR handbooks, data privacy policies, or workplace safety procedures.
Compliance documentation: Ensure teams have read and accepted regulatory or industry-specific compliance documents, such as SOC 2, ISO 27001, or HIPAA guidelines.
Security training: Track acknowledgments for cybersecurity awareness programs, data handling protocols, or incident response processes.
Operational changes: Confirm that staff have reviewed new workflow steps, quality assurance checklists, or standard operating procedures before implementation.
Client or vendor requirements: Collect acknowledgment from staff involved in customer-facing work where compliance or contractual obligations must be documented.
You can set up acknowledgments from your library (using the document’s meatball menu), while editing or on the latest published version of your Pages, Files, and Workflows.
For the latest published version, head to view mode on your document, click the meatball menu in the top right corner, and select acknowledgments.
Next, you can select the recipients to acknowledge this document. You can select users, groups or the whole organization.
Selecting All Organization will send requests to Admins, Builders and Users in your organization. Guests cannot be selected as recipients, they would need to be promoted to a User.
Note: When you send a request, the people you send it to will automatically be granted view permission on your document.
You can set a due date for the acknowledgment requests. Once you’ve done this, click Manage requests to open the requests table and send the requests.
You can bulk send requests from the requests table or send them to selected individuals.
Once you’ve sent documents to be acknowledged, you can check several places to see if they have been acknowledged, canceled or sent.
Requests that are not sent appear at the top of the table, followed by those sent but not acknowledged, with acknowledged documents at the bottom.
In your Library, click on Compliance in the left-side menu. Here, you’ll see all the acknowledgement requests per document and the percentage that have been completed.
Only admins and builders with edit permission on documents will see this view.
The progress bar next to each document shows the percentage of acknowledgements for that document. Clicking on the progress bar on the right-hand side opens the manage requests table, from which you can send or cancel requests.
The Manage requests table displays acknowledgment requests for the latest published document version. You can access acknowledgment history for previous document versions in the document’s activity logs.
From your library, click the meatball menu and select activity.
Each acknowledgment or change to an acknowledgment, is logged with a date and timestamp, giving you a clear record of compliance and accountability.
When you export the activity logs as a CSV file (shown above) acknowledgments are included.
Clicking on the blue link of a user’s name takes you to their activity and acknowledgments logs, shown below.
You can add new recipients to your requests (for example, after new employees join your team) and remove recipients from requests. You can do this directly in the set-up modal or add users to a recipient group from the admin settings area.
You can add or remove due dates, which will apply when you send out new acknowledgment requests.
You can also cancel requests in bulk or one by one (for example, when someone is on leave or is exempt from needing to complete the request, like a vendor or partner).
Deactivated users will be removed from the requests table automatically, but they will appear in the main acknowledgements modal for reference until you manually remove them.
When you send requests to a group or your whole organization, each individual in that group will receive a notification in My Work (and in Slack or Teams) where they can view and acknowledge the document.
Acknowledgements are automatically sent to My Work. As shown below, you can filter acknowledgments by selecting them in the dropdown next to the search box.
Clicking the link opens the task in the sidebar of My Work. From there, you can click View and Acknowledge Document, which opens it in a new tab in your browser.
Below, you’ll see a 5-second countdown at the bottom of the document. Once the timer has run out, you can acknowledge the document.
Once a request has been acknowledged, it will be removed from My Work.
For other notifications, clicking the link after it’s been acknowledged will take you to the view mode of your document.
Note: You cannot edit, change or delete an acknowledgment request in My Work, you can only snooze it. Only Admins or Builders with edit rights on a document can cancel requests if needed.
If you have email notifications enabled, you’ll receive an email letting you know you have a new document to acknowledge.
Click the View document button in the email to view and acknowledge the document.
If your team uses Process Street’s Slack app for notifications, you’ll see a link in the notification to view and acknowledge the document.
Click Open in web browser to view and acknowledge the document.
If your team uses Process Street’s Teams app for notifications, you’ll see a link in the notification to view and acknowledge the document.
Click View, and it opens in My Work inside Teams. From there, click View and acknowledge document, which opens your browser where you can view and acknowledge the document.
When you make a material change to a document and go to publish it, acknowledgments are required by default, and for non-material changes, they are not required by default.
When acknowledgments are required, acknowledgment requests are automatically sent to all recipients, even if they have already acknowledged a previous document version.
When acknowledgments are not required during publishing, new requests are not sent out, and recipients who have already acknowledged the previous version will have the new version automatically acknowledged.
In either case, you can decide whether to send requests or not.
If you have Document Approvals enabled, you can enable acknowledgments when you publish changes to your document.
Reach out to our support team.
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