Proving that your team actually read a policy is just as important as writing it. The Attestation feature gives you the ability to capture digital signatures from your employees, creating a permanent audit trail that demonstrates your policies have been acknowledged.
Creating an Attestation
You can only create attestations for policies that have been Released. Once a policy is live, follow these steps to start gathering signatures:
Navigate to the Policy that you want attestations completed on.
Click on the Attestations icon and select Create Attestation .
Select Recipients: You can select specific individuals, but we highly recommend selecting Departments.
Why? If you select a Department, the system automatically handles the roster changes when employees are added or removed from that department.
Set Dates:
Start Date: The day users start receiving notifications. If you set this to today (or the past), they will be notified immediately upon saving .
Due Date: The deadline for the signature.
Save: The attestation is now active!
Note: If you release a new version of a policy (e.g., v1.0 to v1.1), you must create a new attestation for the new version. Attestations do not carry over automatically.
How It Works for the End User
Your employees don't need to hunt for these documents. When an attestation is active:
Notification: They receive an email alerting them that a signature is required.
Signing: They can access the document via the Inbox in the Viewer or their My Tasks list.
The Signature: At the bottom of the document, they sign electronically. The system records their Name, User ID, Timestamp, and IP Address for security.
Automated Reminders
We know chasing people for signatures is tedious, so PolicyCo does the nagging for you. Emails are delivered on this schedule:
Immediately: On the Start Date.
One Week Prior: To anyone who hasn't signed yet.
One Day Prior: A final warning before the deadline.
On Due Date: A notification that it is due today.
Past Due: A daily notification until they sign or the attestation is archived .
Tracking Progress
As an Owner or Policy Manager, you can track progress in real-time.
At a Glance: The Home Dashboard shows a fraction representing Total Signatures Collected / Total Signatures Requested.
In Detail: Go to the Policy and click the Attestations icon. Clicking on a row opens a detailed grid showing the status of every single user.
Understanding Statuses
Sometimes a signature isn't just "Yes" or "No." Here is what the different user statuses mean:
Signed: The user successfully signed the document.
Incomplete: The attestation is active, but the user hasn't signed it yet.
Failed: The user never signed the document, and a new version of the policy was released, making the old one obsolete.
Department: The user was moved out of the assigned department before they could sign. If they are added back, this status clears.
Revoked: The user's account was revoked (terminated) before they could sign.