Document access and acknowledgements

Grant reading access

1. Open Governance Library → Documents and select the document.
2. Open its access page and add the consultation groups that should read it.
3. Save the group selections and confirm that a version is published.
4. Ask a member of an included group to open My Workspace → Documents and check that the published version is available.

Consultation access does not require acknowledgement. Use it when employees should have reference access without a confirmation obligation.

Add acknowledgement requirements

1. Open the document’s requirements list and choose the add action.
2. Select the group that must acknowledge the document.
3. Choose once, monthly, quarterly, semiannually, annually, or each-new-published-version cadence and set the due-day delay.
4. Save and verify that the requirement is active.
5. Open Acknowledgements to check the applicable employees, publication, and due dates.

An active requirement automatically grants its group consultation access. That access cannot be removed while the requirement remains active. A user's first obligation starts from the latest relevant publication, activation, or group-assignment date; recurring obligations follow the configured cadence.

Overlapping group membership produces one task for the user and published version, using the earliest applicable due date. One confirmation records the acknowledgement for the applicable group requirements.

Monitor and remind

Use Acknowledgements to filter pending, overdue, and acknowledged rows, inspect the version and due date, and open status activity. Authorized managers can select pending employees to send reminders. Reminders do not change the due date or cadence.

Export CSV for reporting, choosing the date type and optional date range. Acknowledgement-date filtering excludes pending rows; due-date filtering can include them. Without date boundaries, all rows are exported. Activity records distinguish reading, confirmation, and queued email; queued email is not proof of delivery.

For employee instructions, see Read and acknowledge documents. For legacy records, see Import acknowledgement history.

Expected outcome

Members of the saved consultation groups can read the published document. An active acknowledgement requirement also grants its group consultation access and creates applicable obligations. A pending row remains pending until the employee confirms; a reminder does not record acceptance.