How do I View Acknowledgments Reports?

Objective

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

Environment

PolicyStat

Procedure

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

PolicyStat makes this process simple through the ability to assign acknowledgments by a user or by a user group. In addition, acknowledgments can be set to recur each time a policy is updated to ensure users are aware of the latest revised version of the policy. 

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

For more on User groups, see this article.

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

For an example of an acknowledgment-required notification email, click here.

Note: Inactive users will not appear on the incomplete Acknowledgment Report but will appear on the Completed and Incomplete Acknowledgment Report

View ALL Acknowledgments Across Entire System

1. Open the Manage menu in the top navigation and select Acknowledgments.
2. Ensure no filters are selected.
   • No Reference Tag filters (A), No Applicability Group Filters (B), and No Area Filters (C) are selected or applied.
3. Select the Show Incomplete Acknowledgments button to generate the report.
4. Click the Policies with Incomplete Acknowledgments (CSV) button to download the report.
   

NOTE: If you would like to view a list of both complete and incomplete acknowledgments for the entire system, select the Show both complete and incomplete acknowledgments button at the bottom of the page and start from step 2.

View Incomplete Acknowledgments by Area

1. Open the Manage menu in the top navigation and select Acknowledgments.
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 of sites / 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 and/or Complete Acknowledgments by Policy

1. Open the Manage menu in the top navigation and select Acknowledgments.
2. To see both complete and incomplete assignments, click Show both complete and incomplete acknowledgments at the bottom of the page.
3. 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 of sites / Applicability group, this option will not be displayed.
4. Click Show Incomplete Acknowledgments.
5. The results will display the policy's name, the Area, status, and the total number of users who have acknowledged an assigned policy.
6. Identify in the results a document you want to view results for specifically by clicking the user total link on the right side of the same row as the policy title.  If needing to see multiple document results a nice tip is to right click with your mouse and select OPEN IN NEW TAB.  That way you won't have to recreate the report.  You can open multiple document results this way.
7. All users who have not acknowledged a policy are listed on this page.  To include the completed acknowledgments, click the link at the top called Try viewing all acknowledgments.  The screen will then show both complete and incomplete acknowledgments for that policy.
8. You can then download the CVS report and view in a spreadsheet format and filter out old versions or other information you do not need.
    

View Incomplete Acknowledgments by User

1. Open the Manage menu in the top navigation and select Acknowledgments.
2. Click the Search by User link listed in the top blue bar on 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 

1. Click the "Policies Awaiting Acknowledgment" report header on the home page.
2. Click the "My Acknowledgment History" link at the top of the report.

View Assigned Recurring Acknowledgments by Policy 

This report is not for current assignments. It allows you to see users or user groups for future assignments that are set with a recurrence so that as a new revised version of a policy is approved, the assignment will be automatically made to those assigned with a recurrence. In the policy history, it will show the final approver as having triggered the recurring assignment. Keep in mind that a recurring assignment is ONLY triggered if the document content was modified or revised. Changes in properties do not constitute triggering the assignment.

Users who have ownership permission for a policy 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.
   

Click to view these steps in the legacy PolicyStat interface.