Workflow Template
Policy Acknowledgement Workflow
Collects a policy owner's request to have a recipient acknowledge a policy, sends the recipient a form to confirm they have read and understood it, tracks acknowledgement status and due date, and notifies the policy owner at each stage.
Policy owners waste time chasing recipients by email to confirm they've read a policy, with no clear record of who has signed off or when. This workflow lets a policy owner submit a request, automatically sends the recipient a form to confirm they've read and understood the policy, tracks the due date and acknowledgement status, and keeps the policy owner updated at each stage. Policy owners and their recipients run through it without needing to log in or install anything.
Business Outcomes
- Reduces time spent manually chasing policy acknowledgements
- Gives policy owners visibility into acknowledgement status and due dates without asking around
- Speeds up the time between sending a policy and getting confirmation it was read
- Creates a clear timeline of when a policy was sent, viewed and acknowledged
- Cuts down on missed or forgotten acknowledgement requests
Workflow Steps
Steps
- 1Create policy acknowledgement recordcreate record
Creates the policy acknowledgement record from the policy owner's submitted details.
- 2Set status to Sentupdate record
Sets the acknowledgement status field to Sent.
- 3Set due dateset due date
Sets the record's due date to 14 days from now.
- 4Email policy owner acknowledgement receiptsend email
Emails the policy owner confirming the request was received, with the reference number.
- 5Send policy to recipient for acknowledgementrequest external input
Emails the recipient a form showing the policy details and asks them to confirm they have read and understood it.
- 6Save acknowledgement date and statusupdate record
Records today's acknowledgement details, sets the status to Acknowledged, and persists the recipient's comments.
- 7Email policy owner that recipient has acknowledgedsend email
Emails the policy owner to confirm the recipient has acknowledged the policy.
Fields
Show all 11 fieldsShow fewer fields
FormPolicy Acknowledgement Request
- Policy Owner Name*· Text
- Policy Owner Email*· Email
- Policy Name*· Text
- Policy Version*· Text
- Link to Policy*· Text
- Recipient Name*· Text
- Recipient Email*· Email
Other fields
- Acknowledgement Status· Choice
- I confirm I have read and understood this policy*· Checkbox
- Comments (optional)· Long text
- Acknowledgement Date· Date
- Policy Owner Name*
- Policy Owner Email*
- Policy Name*
- Policy Version*
- Link to Policy*
- Recipient Name*
Forms
Policy Acknowledgement Request
7 fields
Data Views
Policy Acknowledgements
policy_name, policy_version, recipient_name, acknowledgement_status
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 this workflow for my team?
Publish the template in your workspace and it's ready to run immediately, no installation or development needed. The request form is already set up to capture the policy owner's details, the policy being sent, and the recipient's contact information. You can start submitting requests through the public form right away.
What information do I need before starting a request?
You'll need the policy owner's name and email, the policy name and version, a link to the policy document, and the recipient's name and email. This is entered once on the request form and used to create the acknowledgement record and populate the emails sent throughout the process.
How does the recipient acknowledge the policy?
The recipient receives an emailed form showing the policy details along with a link to the policy. They confirm they've read and understood it, and can optionally add comments, without needing to create an account.
How is the due date calculated?
The workflow automatically sets the due date to 14 days from when the record is created. This date is stored on the record and shown alongside its status, so you can see which acknowledgements are approaching or past their due date.
Can I change the 14-day due date or the wording in the emails?
Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.
Who gets notified and at what points?
The policy owner is emailed when the request is first received, with the reference number, and again once the recipient has acknowledged the policy. This keeps the policy owner informed without them having to check in manually.
Where do the recipient's comments and acknowledgement go?
Because this is a step the workflow waits for, the recipient's confirmation and any comments are saved directly on the record along with today's date and the updated status. You can see this information in the record's timeline alongside every other stage of the process.
How do I track the status of multiple acknowledgement requests?
Every request creates a record with a reference number, a current status (such as Sent or Acknowledged), and a timeline of what's happened. Table views and dashboards let you see records grouped by status, so you can quickly spot outstanding or overdue acknowledgements.
Does someone need to log in to acknowledge a policy?
No. Recipients acknowledge the policy through a form sent to their email, and never need to create an account or log in. This keeps the process simple for people outside your workspace.
Ready to use this workflow?
Create a free account and customise this workflow for your business.