Enforcing acknowledgement for org documents

Organization documents are essential for communicating new policies, rules, and important updates to employees. They act as a reference for processes and ensure that everyone in the organization is aligned.

Keka now enables you to make acknowledgment of uploaded organization documents mandatory. This means that when an employee logs in after a new document is published, their portal access will remain blocked until they acknowledge the document.

This feature guarantees:

• Every employee views and acknowledges critical updates.

• Compliance with policies is ensured.

• HR teams save time and effort through automation.

Setting Up Mandatory Acknowledgement

You can make acknowledgment mandatory for both new documents you upload and existing documents already stored in Keka.

Navigate to Org > Documents > Organization Documents.

For a new document:

1. Click +Add Document.

2. In the Add Document window, provide the Name, Description, and upload the file.

   

3. Select Acknowledgement required from employees.

   

4. To enforce strict acknowledgment, check Block portal access to collect acknowledgements.

5. Click Add to save.

For an existing document:

1. Locate the document in the list.

2. Click the Edit icon under the Actions column. (This lets you modify settings without re-uploading.)

   

3. In the document setup/edit window:

   • (Optional) Check Allow employees to download the document.

   • Select Acknowledgement required from employees.

   • To enforce strict acknowledgment, check Block portal access to collect acknowledgements.

     
     
      

4. Click Update to save changes.

Once enabled, employees must acknowledge the document before gaining portal access.

Employee Acknowledgement Flow

• When employees log in, they will see a prompt to acknowledge the document.

• They must click View to Acknowledge and confirm.

• Until acknowledgment is given, portal access remains blocked.

• Once acknowledged, employees regain full access to the portal.

Conclusion

Mandatory acknowledgment in Keka ensures employees stay informed about critical policies and updates. Whether applied to newly uploaded documents or existing ones via Edit, this feature guarantees compliance, accountability, and consistent communication across the organization.