As a stakeholder, you can request users to acknowledge that they have read and understood a new, or updated managed document, process or value stream. To do this you need to have the allow acknowledgement permission enabled.
An acknowledgement request sends a task to all associated users to acknowledge that they have read and understand the process/value stream/managed document. There are 2 ways to request acknowledgement:
'Acknowledge changes on publish'
'Request Acknowledgement' button
1. 'Acknowledge Changes on Publish'
Available to stakeholders and administrators. Only once published, will an acknowledgement task be sent to all associated users. If you switch the toggle on for an object, it will always be remembered for that specific object.
In a managed document, process or value stream, select the Actions tab
Toggle on 'Acknowledge changes on publish' toggle
2. 'Request Acknowledgement'
Allows stakeholders to send an acknowledgement task at any time. The button is only active in published, overdue and private managed documents, processes and value streams. Stakeholders can choose to send a request to all active users associated to the object, or only to users that have never received a request to acknowledge the object before.
In a managed document, process or value stream, select the Actions tab
Select the 'Request Acknowledgement' button
Acknowledge popup will appear. Select who should receive the task:
To all active users associated with this Process/Value Stream/Managed Document
Only to users that have not received a request yet
The amount of tasks that will be generated will be displayed
Select 'Request Acknowledgement'
The request acknowledgement button will remain on the actions menu for stakeholders to request acknowledgement from users that have been added to roles after the original request was sent. Only the "users who have not received a task" option will be available so that users don't receive duplicate acknowledgement tasks.
Note:
If acknowledgement tasks are already in progress:
When roles are changed or new roles are added, users in those roles will get new acknowledgement tasks. These users won’t be counted in the Acknowledge popup, which shows the number of tasks that will be created.
When users are added to existing roles, they won’t receive new acknowledgement tasks immediately. These users are counted in the Acknowledge popup, which shows the number of tasks that will be created.
When a role is added as a stakeholder, the tasks will already appear in the View Approval Progress popup, which is why they do not show in the task count on the Acknowledge popup.
How to Handle an Acknowledgement Request Task
Users receive a task in their task summary screen.
'Acknowledge' button appears within the object that the request was sent for.
Once the user has reviewed the object, they can select the 'Acknowledge' button.
How to View Acknowledgement Progress
When there are active acknowledgement tasks for users, the progress of the acknowledgement can be viewed by stakeholders and administrators:
In a managed document, process or value stream, select the Actions tab.
A new button will be visible: 'View acknowledgement progress'. Select this button.
A window will appear outlining which users have/ haven't completed the acknowledgement.
