Workflow Template
Policy Acknowledgement Workflow
Allows a policy owner to submit a policy, assign it to a staff recipient, and track acknowledgement. The recipient is assigned a task to review the policy and confirm they have read it. A due date is set for follow-up on outstanding acknowledgements. Once acknowledged, the record is marked complete and the owner is notified.
Chasing staff to confirm they've read a policy usually means messy spreadsheets and forgotten follow-ups. This workflow lets a policy owner submit a policy, assign it to a staff recipient, and track acknowledgement through to completion, with due dates and reminders built in. Owners get notified the moment a recipient confirms, and outstanding acknowledgements are flagged automatically.
Business Outcomes
- Cut time spent manually chasing policy sign-offs
- 100% visibility into who has and hasn't acknowledged a policy
- Faster policy rollout with automated due dates and reminders
- Clear audit trail for compliance and HR reviews
- Fewer missed acknowledgements thanks to automatic status tracking
Workflow Steps
Steps
- 1Create Policy Acknowledgement Recordcreate record
Creates the acknowledgement record from the owner's submission.
- 2Set Status to Pendingupdate record
Marks the record as pending acknowledgement.
- 3Set Acknowledgement Due Dateset due date
Sets the due date on the record so outstanding acknowledgements can be followed up.
- 4Assign Policy Review Taskcreate task
Assigns the recipient a task to review the policy and record their acknowledgement.
- 5Route on Acknowledgement
Checks whether the recipient acknowledged the policy.
acknowledged: "true"→Mark Acknowledgement CompleteDefault→Mark Acknowledgement Outstanding - 6Mark Acknowledgement Completeupdate record
Updates the record status to Acknowledged.
- 7Notify Owner of Acknowledgementsend email
Emails the owner to confirm the recipient has acknowledged the policy.
- 8Mark Acknowledgement Outstandingupdate record
Updates the record status to Outstanding for follow-up.
Fields
- Policy Name*
- Policy Document*
- Recipient Name*
- Recipient Email*
- Owner Name*
- Owner Email*
- +4 more fields
Forms
Policy Acknowledgement Request
7 fields
Data Views
Policy Acknowledgements
policy_acknowledgement_ref, policy_name, recipient_name, ack_status +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up the Policy Acknowledgement Workflow?
Publish the template inside assess.one and it's live immediately — no setup project required. Add your policy owners and staff recipients, then start submitting policies for acknowledgement straight away.
How long does implementation take?
Minutes, not weeks. Once you publish the template, your team can start assigning policies and tracking acknowledgements the same day.
Who needs access to this workflow?
Policy owners need access to submit policies and monitor acknowledgement status. Staff recipients only need access to view their assigned task and confirm they've read the policy.
Can I customise the acknowledgement due date or reminder timing?
Yes. Due dates, reminder notifications, and follow-up logic are all configurable directly in assess.one. Adjust them per policy or set a default that applies across all submissions.
What happens when a recipient doesn't acknowledge the policy by the due date?
The record is automatically routed to a Mark Acknowledgement Outstanding status, flagging it for follow-up. The policy owner is notified so they can escalate or resend the request.
What happens once a recipient confirms they've read the policy?
The record is marked complete and the policy owner is notified instantly. No manual checking or status updates required.
Can I add extra approval or review steps?
Yes, you can customise the workflow steps, routing logic, and notifications directly in assess.one. Add extra review or sign-off stages if your compliance process requires it.
Does this workflow support compliance and audit requirements?
Yes. Every acknowledgement record captures status, due dates, and completion timestamps, giving you a clear audit trail. This makes it easy to show compliance teams or auditors exactly who acknowledged what and when.
Do I need any external software to run this workflow?
No. Everything runs inside assess.one, including notifications and status tracking. There's no need to install or integrate separate third-party tools.
Ready to use this workflow?
Create a free account and customise this workflow for your business.