Objective:

• To understand how to view acknowledgments reports by area, user, or policy

Environment:

• PolicyStat

Additional Information:

Ensuring users have both read and acknowledged a policy's content can be critical for both legal and procedural reasons.

Users with Area Manager or Site Administrator permissions can assign or unassign policy acknowledgments to individual users or user groups. Area Owners or Site Administrators can then view and track completions by user or by policy.

For more on User Groups, see this article.

For more on incomplete acknowledgment notification emails, see this article.

For more on assigning acknowledgments, see this article.

A quick disclaimer that some terms may differ for your location, but the concepts are universal. An Area may be known as Policy Area, Department, Category, or another term on your PolicyStat site.

Procedure:

Closed captions | Text transcript

View Incomplete Acknowledgments by Area

1. From the PolicyStat homepage, click  View Acknowledgments under the Acknowledgments header.
   
   
2. Filter policies, if desired.
   • Policies can be filtered by Reference tag (A), Applicability Group* (B), and/or Area (C).
     
     * If your site is not part of a system/ Applicability group, this option will not be displayed.
3. Click Show Incomplete Acknowledgments.
4. The results will display the policy's name, the Area, status, and the total number of users who have acknowledged an assigned policy.
5. To view and make changes to the list of assigned users, click the user total in the final column.
   
6. All users who have not acknowledged a policy are listed on this page.

View Incomplete Acknowledgments by User

1. From the PolicyStat homepage, click  View Acknowledgments under the Acknowledgments header.
   
2. Click the Search by User link listed in the top right corner of the page.
   
3. Users can be filtered by User Group (1) or searched for by name (2). When ready to search, click Search Users (3).
   
4. To view and make changes to the assigned acknowledgments, click the policy total in the final column (4).
   
5. The page displayed shows each assigned policy's name (5), the date the acknowledgment was assigned (6), and the date it was acknowledged (if applicable) (7). If a policy has not been acknowledged, it can be unassigned (8).
   
6.  Old policy versions will appear in the user's acknowledgment history, but retired policy versions will not appear, even if they were never acknowledged by the user. 

View Personal Completed Acknowledgments by User 

A user can view their own completed acknowledgments by clicking the "Policies Awaiting Acknowledgment" link on the home page. 

The user then clicks the "Your Acknowledgment History" button on the right side of the page.

View Recurring Acknowledgments by Policy 

Users who have ownership permission for a policy (Owner/Area Manager/Site Administrator) can also view incomplete acknowledgments assigned to a policy.

1. Open a policy for which ownership permissions are assigned and scroll to the bottom.
2. Locate the heading titled Recurring Acknowledgments and click the  symbol to expand.
   
3. The list of users and/or user groups who are assigned recurring acknowledgments for this policy are displayed. If the acknowledgment is a single, one time acknowledgment, names of users or user groups will not appear.
4. If you are a Site Administrator, users and user groups in this section are also hyperlinks. Clicking on a user will take you to their user details page, and clicking on a user group will take you to the group's edit page.

This article applies to the following user roles: