Attestation
Governance → Policy Management → (a document) → Acknowledgments Governance → My Acknowledgments
Attestation is how you evidence that the people a document binds have read it. Not that it was published — that the named individuals confirmed, on a date, against a specific version.
Campaigns, not a checkbox
An acknowledgment is never a free-floating tick. It belongs to a campaign: ask population P to acknowledge document D version V by date X.
The campaign is what makes completion auditable. It records how many people were assigned, how many responded, and the exact list of user IDs resolved at the moment it launched.
| Campaign status | Means |
|---|---|
| draft | Created, not yet issued |
| launched | Issued; nobody has responded yet |
| in_progress | Some assignees have acknowledged |
| closed | Everyone assigned has acknowledged |
| cancelled | Abandoned |
A campaign closes itself the moment the last assignee acknowledges.
Who gets asked
A campaign targets a population:
| Type | Resolves to |
|---|---|
all_org | Every member of the organisation (default) |
roles | Everyone holding one of the given roles |
users | An explicit list of people |
departments | Nothing — unsupported. Users carry no department field yet |
Choosing departments resolves to an empty set, and launching is refused
rather than creating a campaign nobody is in.
The population is frozen at launch
The resolved list of people is snapshotted when the campaign launches. Somebody who joins the organisation the next day is not retroactively added.
That is on purpose. A completion figure has to mean something fixed: 42 of 47 people assigned on 3 March have acknowledged. A denominator that moves as people join and leave is a number you cannot put in front of a regulator. New joiners are picked up by the next round.
Launching
Automatically on publish. A document with attest on publish set — the
default — launches a campaign as soon as it reaches published, against the
population configured on the document, due 30 days out. If a campaign is
already collecting responses, a second one is not started.
A campaign failure never blocks a publication that has already committed. The document publishes; the campaign can be launched by hand.
By hand. Launch campaign on the Acknowledgments tab (manager role or
above), available once the document is published or effective. On a
document that has already had one, the button reads Launch new round — which
is what you use after a material change.
Acknowledging
People see what they owe under Governance → My Acknowledgments: the document, its due date, an overdue badge where it applies, Read to open the document and Acknowledge to confirm.
Only the assigned person can acknowledge their own row. Acknowledging twice is harmless — the second is a no-op, not an error.
Someone who acknowledged v1 has not acknowledged v2. That is the whole point of re-issuing after a material change — otherwise you are evidencing that people read a document that no longer exists.
Reminders and overdue
The daily job handles both:
- Overdue. A pending acknowledgment whose due date has passed flips to
overdue. It stays on the person's list and starts counting against the dashboard. - Reminders. An assignee whose due date falls within the campaign's reminder window — 7 days by default — is emailed once, with a link straight to their list. The send is stamped, so re-running the job never sends a second one.
Launching a campaign also puts a row in each assignee's notification bell, so the bell and the mailbox agree about what someone owes.
Reminders need SMTP configured. Without it the overdue flip still happens; the email simply does not go out.
Monitoring
The Acknowledgments tab shows the latest campaign's completion percentage, acknowledged-of-assigned, overdue count and due date, then every assignee with their individual status.
Across the organisation, the dashboard rolls every active campaign into one attestation rate and one overdue count — the two numbers worth watching weekly.