Document Acknowledgement

The Document Acknowledgment feature allows employees to acknowledge receipt of documents that are shared with them, providing confirmation that the document has been delivered to and reviewed by the intended recipient. This feature is particularly useful for circulars, memos, newsletters, and other critical documents that require employee acknowledgement.

Send a Document for Acknowledgement

You can send any of your existing files for acknowledgment or add a new file to send it for acknowledgement and keep track of the acknowledgement receipts.
The following documents can be sent for acknowledgement:

Files that are added to Organization Files.
Files that are added to Employee Files.

To send a document for acknowledgement:

Go to Operations > Files, navigate to Organization Files or Employee Files which you would like to send for acknowledgement.
You can add a new file or edit an existing file to send for acknowledgement.
In the Acknowledgement section, select any of the following:
No deadline: Use this option to send document without a deadline for acknowledgement.
Enforce mandatory deadline: Use this option to send a document with deadline for acknowledgement. If you have selected this option, set the acknowledgement deadline.

If mandatory acknowledgment is enabled for a file, a pop-up will appear when employees log in to Zoho People, reminding them to view and acknowledge the document. They can skip this pop-up until the due date. If they don’t acknowledge by then, they won’t be able to access Zoho People services until they acknowledge.
Click Save.
Document Acknowledgement has been enabled for the document.

Acknowledging a Document (Employee)

The document that requires acknowledgment from the employees will have a Pending Acknowledgment icon on the file or document. The employee can click on the acknowledgment icon to view the document and click the I Acknowledge button at the bottom of the page to confirm the acknowledgment. Once acknowledged, the status of the icon will change from Pending Acknowledgment to File Acknowledged.

Employees can also view and acknowledge the applicable document from the activities tab on the home page.

View Acknowledged Documents (Administrators)

Administrators can view the employees document acknowledgement status by navigating to the document that has been sent for acknowledgement in Operations > View all > Files, hover over the file and click ellipsis icon >View Acknowledgment.

If Administrators have yet to acknowledge the document they have an option to do it in the View Acknowledgement space by clicking on the Submit button.

Click the dropdown:
- Select Acknowledged to view employees who have acknowledged the document.
- Select Pending to see employees who have yet to acknowledge the document.

You can see the total acknowledgement received at the bottom of the page.

You can export the acknowledgment report by clicking the ellipsis icon in the top-right corner of the details window.