Gender-Based Access & Acknowledgement Workflows in Organisation Documents

Overview

This feature enables organisations to assign and manage Org Documents based on employee gender and collect mandatory acknowledgements where required.

It is primarily introduced to support compliance scenarios such as:

• Obtaining explicit consent from women employees for working night shifts, as required by labour laws

With this enhancement, organisations can:

• Restrict document access using Gender-based applicability
• Trigger acknowledgement workflows only for specific employee groups
• Maintain auditable records of consent

Who can access this feature?

• HR/Admin users with access to: 
  • Org → Documents → Organisation Documents
• Permissions required: 
  • Create/Edit document folders
  • Configure applicability settings
  • Manage document acknowledgements

⚠️ This feature is controlled via feature flag and can be enabled per customer or per country.

How it works

• Gender is introduced as a new parameter in folder-level access settings
• Documents inherit access rules from the folder: 
  • Only employees matching the configured gender can access documents
• If acknowledgement is enabled, it is triggered only for: 
  • Employees matching the gender-based applicability

Steps to Configure Gender-Based Access

Step 1: Navigate to Organisation Documents

Go to: 
Org → Documents → Organisation Documents

Step 2: Add or edit a document folder

• Click Add Folder or edit an existing folder
• Configure Access Settings

Step 3: Select applicability

Under applicability filters, configure:

• Department
• Business Unit
• Location
• ✅ Gender (New field)

Gender configuration:

• All available gender options for the tenant are displayed
• Default selection: 
  • ✅ All selected

Step 4: Save the folder

• All documents inside this folder will now: 
  • Be accessible only to employees matching the selected gender criteria

Step 5: Add documents and enable acknowledgement

• Upload or create documents inside the folder
• Enable: 
  • ✅ Acknowledgement required (if consent is needed)

Step 6: Publish

• Documents are assigned automatically to eligible employees
• Acknowledgement requests are sent accordingly

Behaviour Summary

Important Notes

• Gender-based access is applied at the folder level, not individual document level
• Documents automatically inherit access rules from their parent folder
• For existing folders: 
  • Default setting is All genders selected to avoid disruption
• Feature is backward compatible
• Feature availability depends on: 
  • Feature flag enablement
  • Country-specific rollout

Dependencies & Limitations

• This feature enables document-level compliance workflows, but: 
  • Shift assignment enforcement (TnA integration) is not part of this release
• Legal requirement: 
  • Some regulations may require explicit written consent beyond acknowledgement
  • Organisations should validate legal requirements before implementation

Example Scenario

Use case: Night Shift Consent for Women Employees

1. HR creates a folder:
   1. Name: Night Shift Consent
   2. Gender: Female
2. Adds document:
   1. “Consent for Night Shift Work”
3. Enables acknowledgement
4. System behaviour:
   1. Only female employees receive the document
   2. They must acknowledge before consent is recorded
5. HR can:
   1. Track acknowledgements
   2. Export reports for compliance audits