Organization documents are used to communicate new policies and other important information with your employees. It becomes a source of information in case they want to refer to a particular policy or if they need to understand the process for a particular action. 

On Keka, you can now make acknowledgment of new documents that you are uploading to the Org Documents section in the Keka HR Portal mandatory. When an employee logs in to the portal for the first time after the new document has been uploaded, access to the portal will be blocked unless they acknowledge the new document. 

This is helpful in ensuring that everyone is aware of the new policy or rules and have seen the document mandatorily. This ensures greater compliance and saves you time and effort. You can enable this option for a new document that you are uploading as well as for documents that have already been uploaded. 

Let us see how to enable mandatory acknowledgment. 

Navigate to Org (1) from the left navigation pane and select the Documents tab (2). Go to the Organization Documents (3) here. 

Setting up mandatory acknowledgment for a new document

To enable this for a new document, first, select the folder to which you want to upload the document. Now click on +Add Document. 

In the Add New Organization Document window, enter a name and description for the document. Upload the document using the Add Attachment hyperlink.

You can choose if the employees should be allowed to download the document by selecting or unselecting the Allow Employees to download the document checkbox.

To make acknowledgment mandatory, select the Acknowledgement required from employees checkbox. A new option will now appear. Select Block portal access to collect acknowledgements to make acknowledgments mandatory. Click Add to finish uploading the document.

For existing documents

To make it mandatory to acknowledge already existing documents, find the folder where the document is located and then identify the document. Click on the Edit icon in the Actions column. 

On the Update Organization Document window, select the checkboxes Acknowledgement required from employees and Block portal access to collect acknowledgement. Click Update to save the changes. 

This will ensure that when the employees log in to the Keka HR Portal the next time, they will be asked to acknowledge the document with a window as shown below. Until this is done, they will not be able to use the portal.

The employees have to click on View to Acknowledge and then acknowledge the document. 

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