File Consent: Opt-In & Opt-Out
File Consent Feature - Employee Consent Management for Organization Files
What is the file consent feature in Zoho People?
The file consent feature in Zoho People allows organizations to mandate consent for important documents. It enables organizations to share files that require employees to opt in to confirm their consent.
If an employee opts in and confirms their consent, they can continue accessing Zoho People. However, if they decline, their access will be revoked shortly.
Enabling the consent feature
IMPORTANT POINTS
✧ Zoho People also provides a similar document acknowledgement feature. Organizations may choose between Consent or Document Acknowledgement; only one feature can be active at any given time for a particular file.
✧ Consent feature can be used for files uploaded from your device or for files uploaded from a cloud service. However, consent feature cannot be used for files uploaded from Zoho Workdrive.
✧ Zoho People also provides a similar document acknowledgement feature. Organizations may choose between Consent or Document Acknowledgement; only one feature can be active at any given time for a particular file.
✧ Consent feature can be used for files uploaded from your device or for files uploaded from a cloud service. However, consent feature cannot be used for files uploaded from Zoho Workdrive.
✧ Supported file formats: .docx, .doc, .ppt, .pps, .pptx, .pdf.
To enable and use the consent feature, follow the steps below:
- From your Zoho People home page, navigate to Operations and select the Files service.
- Select the Add Organization File option.
- Upload a file and fill in the corresponding details, such as the name and description.
- Specify the organization entities the file needs to be shared with, such as departments and locations.
- Select the folder where the file is to be placed.
- Set an expiration date if required.
- If the uploaded file is to be considered as an organization policy document, you can enable the corresponding "Mark as organization policy document" option. If enabled, the policy files will be easily accessible for employees in the Policies page within Home > Organization.
- Now enable the Acknowledgement and Consent option and proceed with choosing the Consent radio button.
- Next, you will be prompted to select a date to enforce a mandatory consent deadline.
- Additional options to allow employees to download the file and send automated notifications are also available. Once the setup is completed, click Save.
Now that the file is shared and the consent requirement is enabled, this will be indicated in the organization files list view. Based on the status of the file, the color of the icon and tool-tip will be updated to the show the status.
Opting In and Opting Out
On accessing Zoho People, in the event of an organization file requiring consent, the user will see a popup informing them that there are mandatory policies that require their consent:
However, if it's the due date already. Access to Zoho People will be restricted until the user chooses to opt-in. Their screen will look like this:
The "Skip" option will be available until the due date. Users can click on the View & Opt-in/out button to access the document.
On accessing the document, the user can read through the document and click on the Opt-in or Opt-out button at the bottom of the screen.
However, if it's the due date already. Access to Zoho People will be restricted until the user chooses to opt-in. Their screen will look like this:
The "Skip" option will be available until the due date. Users can click on the View & Opt-in/out button to access the document.
On accessing the document, the user can read through the document and click on the Opt-in or Opt-out button at the bottom of the screen.
If a user has accidentally skipped or wishes to access the file later (before the due date), they can find the file in their Activities tab (within Home) or navigate to Files (user service) > Organization tab.
After the user has provided their consent, the status will be updated to indicate "Opted-in."
If in case the user chooses to opt out they will be warned by the system. They will be allowed to change their decision until the due date.
Consent Receipt Reports - Track File Consent Status
To view the file consent reports, navigate to Reports > Organization Reports > Consent Receipts. All the files that have consent requirement enabled will be listed. Select a particular file for detailed stats. Use the provided drop-down to see a list of employees who have opted-in, opted-out and are yet to register their consent.
You will also be able to view a detailed log when clicking on an individual record.
Exempt Specific Roles from Consent Requirements
Specific roles in Zoho People can be exempt from consent requirements by adding the corresponding role to the "Exempt mandatory document acknowledgement and consent" option available in Settings > Files > General tab. (Scroll down to the very end.)
Email Alerts for the Administrator
By default, when an employee clicks on the Opt Out button denying consent, the Administrator of the organization will be notified via e-mail:
Similarly, if an employee who previously opted out changes their decision and clicks Opt In to confirm their consent, the administrator will be notified again: