Get Staff to Acknowledge Policies
When you add a new policy or set of procedures, you may want do more than just send links of articles to staff. You may need certain staff to acknowledge that they have read it, understand it, and accept it. Additionally, you can require staff to watch videos in articles that have them. All acknowledgements will be tracked in each stage and can be reviewed for verification.
To do this, you can click the action dropdown menu in the article and select "Request Acknowledgement".
This will show the following form:
Similar to the Send To form, here you can select which users will need to acknowledge the policy or article you are viewing. If the article has a video, you may require staff to watch it in full as part of the acknowledgement process.
Once the request is sent, it will automatically notify users by email with a link to view the page. That page will contain a red message at the top telling them that it is waiting for their acknowledgement:
Once they click that link, it will pop up with the acknowledgement and signature form:
This is then recorded against the article. You can view which users have acknowledged, including their signature and information on when the acknowledgement was done, by clicking Explore at the bottom of the article. You can then click the "Acknowledgements" tab at the bottom of the screen, and there you will see a list of all users requested for acknowledgement.
The acknowledgement is recorded securely. A digital "fingerprint" is recorded which incorporates information about the specific version of the page they were viewing, the date/time, the user, and the image of their signature. This fingerprint is tamper proof. Every time the Acknowledgement is viewed, the system will validate that fingerprint to ensure it is still valid and that it has not been tampered with.
Any form of tampering - such as modifying the signature, modifying the specific page they were viewing at the time of the signing, or changing the date/time of the signature, will all cause the validation to fail and an error message to be displayed.
Internally this fingerprint is created using a highly secure encrypted checksum digest, which is very difficult to break and should provide peace of mind that the data is intact and secure.
You can also find out what acknowledgements have been issued, and which have been signed, through a system report. To access this report, go to Explore mode on any page, or click in the Tickets tab, then click on the Reports button and select "Acknowledgements".
Note: You will need to be a Wiki Manager to access this report.
This will display a PDF report of all articles that have had acknowledgements, along with when it was issued and when (or if) it was signed. Any outstanding acknowledgements will be shown in red.
You can also see when the article was last updated, which can be useful for determining if new acknowledgements need to be issued.
[ Client.Wiki, Professional ]
Up Since 12/30/2020 4:29:45 PM