Acceptance of Documents or Policies by Employees

In EazeWork HRMS there are three categories of document / letters / policies which can be configured for acceptance or acknowledgement in EazeWork HRMS -

1. Acknowledgement of Letters and Documents which are issued to employees - refer article

2. Acceptance of policies during recruitment / onboarding processes - refer article

3. Acceptance of policies released by HR Manager - refer article

Two types of acceptances which can be modelled in the system are

1. Online acceptance (or acknowledgment) through checkbox : in this process the employee clicks on a check box and gives a positive confirmation of acceptance / acknowledgement of the policy / document / letter

2. E Signing : in this process the employee affixes an electronic signature and the document is then regenerated with the signature

Note : Acknowledgement / Acceptance / E Signing feature is available only for Web users. If this feature is activated then although documents will be generated for Non Web users they will not be sent for Acknowledgement / Acceptance / E Signing.

Articles for setting up these features -

- refer to Managing System Documents on how to setup acknowledgement / e signing for documents and letters issued to employees.
- refer to Managing Policy Documents on how to create policies and send them for employee acceptance
- refer to Onboarding Setup on how to defined policies which have to accepted by employees during onboarding

Menu Path: Setup > Common Setup > General Setup> System Documents
Accessible to : Application Administrator

Managing Document Acknowledgement

Whenever a document is issued to an employee an acknowledgement can be taken from the employee. This feature is available for all documents available in setup on this tab, it can be enabled for new custom documents also.

Select the Acknowledgement check box. You will see the popup as shown below.

Confirm on popup. This feature can be deactivated at any point of time. At the time of deactivation pending acknowledgements will be removed.

Managing E Signing of Documents

Refer to the document on How do I E sign my letters? for more details.

Updating Acknowledgement

Employee will get an alert on email and also on the dashboard and the pending acknowledgement will also be shown as a pending task on the dashboard. Documents pending for acknowledgement would be shown on Work Area > Activities > Pending Activities tab as shown below.

Employees will have to acknowledge receipt of the letter before they can download it. To do this they need to click on "Update" button and a popup as shown below will open.

The "Submit and Download" button will be activated only on selection of the checkbox.

Review of Acknowledgement / Acceptance status

HR Managers can review the status of all documents / policies which have been issued to employees from Consent Status report.