Acknowledgment Workflows

Why Acknowledgments Matter

Writing governance statements is only half the picture. You also need evidence that the right people have read and accepted them. Dictiva's acknowledgment system lets you send formal requests, track who has responded, and maintain an audit-ready evidence trail.

Sending Acknowledgment Requests

To request acknowledgments for a governance document:

1. Open an assembly (policy, standard, or procedure)
2. Click Request Acknowledgments
3. Select recipients — individual users or entire roles
4. Set a due date for responses
5. Add an optional message explaining what's being acknowledged
6. Click Send

Recipients receive a notification with a link to review the document and record their acknowledgment.

Invitation Flow

For people outside your Dictiva workspace — contractors, board members, or external auditors — you can send email invitations:

1. Enter the recipient's email address when creating the request
2. Dictiva sends a branded invitation email with a secure link
3. The external participant reviews the document (no account required)
4. They record their acknowledgment directly from the invitation link

Invitations respect your organization's email allowlist settings.

Response Tracking

The acknowledgment dashboard shows the status of every request:

Bulk Tracking

For requests sent to multiple recipients, you can see aggregate progress — how many have acknowledged vs. how many are outstanding — and drill down into individual responses.

Reminders and Escalation

When acknowledgments are overdue:

• Automatic reminders can be sent at configurable intervals
• Escalation routes overdue items to managers or compliance officers
• Action items are generated in the task inbox for follow-up

Audit Trail

Every acknowledgment interaction is recorded as a governance event:

• Who was asked to acknowledge
• When the request was sent
• When and how they responded
• The exact version of the document they acknowledged

This creates a timestamped evidence trail suitable for audits, regulatory inspections, and internal compliance reviews.

Role Permissions

Acknowledgment capabilities are governed by RBAC:

Roles like Admin, Editor, and Policy Owner typically have acknowledgment permissions. See User Management for role details.

Next Steps

• Build assemblies to create the documents you'll send for acknowledgment
• Use the task inbox to follow up on overdue acknowledgments
• Explore the AI assistant to generate comprehension checks for acknowledged documents