Some of your training is a controlled document, such as a hand washing SOP, that you are asked to read and then formally acknowledge. The acknowledgement is your company’s record, often shown to auditors, that you have read the current version and understand what it asks of you. It takes a few minutes: read the document on screen, tick the declaration, sign, and submit.
Where to find it: Training Centre > Document Training > Read & Acknowledge on the document.
Concepts
| Term | What it means |
|---|---|
| Read & Acknowledge | The document is completed by reading it and acknowledging. This article. |
| Quiz | The document is completed by passing a quiz on it instead. See Taking a quiz. |
| Due date | When your company expects it done. After that date the card is marked Overdue, and you and your supervisor may be notified. You can still complete it. |
| Version | The revision of the document you are acknowledging, for example Version 2.0.0. Your acknowledgement is for that version. |
Quick start
- On the home screen, under Document Training, press Read & Acknowledge on the document.
- Read the whole document under Document Content.
- Tick I have read and understood this document.
- Draw your signature under Digital Signature, and add a note if you have a question.
- Press Acknowledge & Submit. You see Training Completed, then return to the home screen.
Finding the document
Each card shows the document title, its status, READ & ACKNOWLEDGE as the type, and the due date. An overdue card is highlighted in red. Documents are listed soonest due first, and the number beside the section heading counts how many are still to do.
Reading it
The top card shows the title, the document number, the version, the status and the due date. Document Content below it is the published text of the document itself, not a summary. Read all of it before acknowledging.
If the document has no text to show, Document content is not available. Please contact your administrator. appears instead. Do not acknowledge a document you have not been able to read; tell your supervisor.
Acknowledging it
| Field | Notes |
|---|---|
| I have read and understood this document. | Required. The tick means: I acknowledge that I have reviewed the content and understand my responsibilities as outlined in this document. Acknowledge & Submit stays greyed out until it is ticked and you have signed. |
| Notes (Optional) | Comments or questions about the document. They are saved with your acknowledgement, where staff can read them. |
| Digital Signature | Required. Draw your signature with a finger, stylus or mouse. Clear starts again. |
Press Acknowledge & Submit. The button shows Submitting... while it saves; Cancel returns to the home screen without saving anything.
The status changes to ACKNOWLEDGED and Training Completed confirms it with the date and time, your signature and any notes. After a moment you are returned to the home screen (or to your learning path, if you started the document from one), and the document leaves the Document Training list. The date and time, signature and notes are kept on your training record.
If saving fails, the reason is shown at the top of the screen (for example Draw your signature before saving.), or Failed to acknowledge training. Please try again. when the connection dropped. Nothing has been recorded; put it right and press Acknowledge & Submit again.
When you have to do it again
| Reason | What happens |
|---|---|
| The document is revised | When a new version is published, your company’s retraining rule decides whether you must read it again (every revision, major revisions only, or never). If so, it comes back into Document Training for the new version, and your earlier acknowledgement stays on record for the old one. |
| It recurs | Some documents must be re-acknowledged on a schedule, for example every year. It is assigned again automatically when that time comes. |
| Your role requires it | If your training role requires the document, it is assigned to you when a new version is published, or when a supervisor assigns your role’s missing training. |
Availability and permissions
- Document training needs the Document Management and Training modules.
- You see only documents assigned to you. Staff assign them from the document, through training roles, or through a learning path. When a document is a step in your learning path, starting that step opens this same screen.
Things to know
- An acknowledgement cannot be undone from the portal. If you acknowledged by mistake, or have doubts about the content, tell your supervisor.
- The portal does not check how far you scrolled or how long you read. The tick is your personal declaration, which is why it matters.
- Completed documents are not listed in Archives. Archives shows courses and forms. Your supervisor can see your document acknowledgements.
- A document with a quiz is not acknowledged. Its card says Take Quiz. If a notification or link brings you to a quiz document’s reading page, the portal takes you on to its quiz. See Taking a quiz.