Overview
When every team member must acknowledge an updated procedure, use an individual workflow. A Certification Process with Self assessment lets each Assignee complete the linked Checklist and records their own Certification.
This is a suggested use of existing features for acknowledgement. Decide separately whether the procedure needs training, assessment or a supervisor’s review; a recorded signature alone does not demonstrate understanding.
At a glance |
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Who can do this | Super Users or Competencies › Administrate; Checklist and Library changes need the corresponding editing permissions. |
Where | Library, Checklists and Competencies › Certification Processes |
Works on | Backend (web), Mobile app |
Availability | All organizations |
💡 Why this matters: A version-specific process gives you a person-by-person view of who has acknowledged the change.
Prepare the revised material
1. Identify the procedure version
Choose a clear revision name, such as “Cleaning procedure revision 4”. Keep that reference consistent across the PDF, Checklist and awarded Competency so reviewers can identify what people acknowledged.
2. Prepare the Library material
Upload or update the procedure PDF in Library. Replacing a PDF on an existing Manual changes the material offered through its existing links. Regenerate any Section mappings after replacement. See Manual Sections and Versions.
For a campaign that must keep pointing to one specific revision, use a clearly named, separate Manual for that revision and keep it available. This is a content-management choice, not an automatic document-freezing feature.
3. Create the acknowledgement Checklist
Link the relevant Manual or Section to the Checklist question. State which revision the User is acknowledging and add a Signature Question if your process calls for a drawn signature. See linking Library content and Signature Questions.
Configure individual completion
1. Create a distinct Competency
Create a Competency specifically for this acknowledgement, for example “Cleaning procedure revision 4 acknowledged”. Reusing a Competency that people already hold can make the new Process unavailable to them until renewal or expiry. See creating a Competency.
2. Create the Certification Process
Open Competencies › Certification Processes and create a Process using the new Competency and acknowledgement Checklist. Choose Self assessment, then add the intended Users or User Groups as Assignees. Do not add prerequisite Competencies unless they are genuinely required.
3. Choose review and validity
Enable Require Validation and add Reviewers if someone must review each submission before the Competency is awarded. Choose the appropriate Competency Expiration and renewal settings. These control how long the awarded Certification remains valid; they are not a submission deadline for the campaign. See Certification Process setup.
🛑 Critical: Changing a Process’s expiration or renewal settings after awards re-dates its active Certifications. Choose these settings before launch and review the consequences before changing them.
Launch and monitor the campaign
Tell the team where to find the Process in the Mobile app’s Certification Center and communicate your completion date. Ask a representative Assignee to verify the linked revision before the wider rollout.
Review the Process’s Progress and follow up on people awaiting completion. If validation is required, completing the Checklist is not the same as receiving the award: the Result must be approved. Keep the team membership list current so the intended people are included.
For the next material revision, use a new clearly identified Competency and Process. Do not rename an old acknowledgement and treat its existing awards as proof that people accepted new content.
Best practices
Use a distinct acknowledgement name for each material procedure revision.
Keep the referenced revision available for later review.
Agree a follow-up routine; do not rely on expiry settings as campaign reminders.
Frequently asked questions
Will one person’s completion sign off everyone in the User Group?
No. A Self assessment Certification Process tracks Assignees individually. Each person completes their own process. See Certification Processes.
Can the acknowledgement expire after a set time?
Yes. Configure the awarded Competency’s expiration. That expires the Certification, not a campaign submission window. See expiration and renewal settings.
Does updating the Manual automatically collect new acknowledgements?
No. Updating Library content changes the material; it does not create a new acknowledgement campaign. Set up the intended Checklist and individual Process for that revision. See updating Manuals.