User Acknowledgment
When users are assigned to a policy acknowledgment campaign, the policy task appears in their My Workspace. Users review the policy document, acknowledge it to confirm they have read and understood it, and the system records the acknowledgment with full audit metadata — timestamp, IP address, and user agent — for compliance purposes.
Acknowledgment process
Receive notification
The user receives an email notification containing the campaign name, policy name, due date, and a direct link to My Workspace.
Access My Workspace
Navigate to My Workspace from the sidebar. Policy acknowledgment tasks appear in the task list with a “Policy Acknowledgment” badge showing the policy name, campaign name, due date, and current status.
Review the policy
Click View Policy Document to open the policy PDF in a modal or new tab, or click Download PDF to save it locally for offline reading. The system tracks when the policy is viewed for compliance purposes.
The policy task page displays the policy name and description, campaign name, due date, current acknowledgment status, and policy category.
Acknowledge the policy
Once the user has reviewed the policy, click Acknowledge. A confirmation dialog appears to confirm the user has read and understood the policy. After confirming, the system records the acknowledgment and the task status changes to “Acknowledged.”
Once a policy is acknowledged, the acknowledgment cannot be undone. If the policy changes after acknowledgment, users may need to acknowledge the new version in a new campaign.
Status indicators
Policy tasks in My Workspace show one of three statuses:
| Status | Description |
|---|---|
| Pending | Policy has not yet been acknowledged |
| Acknowledged | Policy has been acknowledged — task may be filtered out of the active list |
| Overdue | Campaign end date has passed without acknowledgment |
Policy version tracking
SecureHive tracks policy versions to ensure compliance records are accurate.
Document hash tracking — When a user is enrolled in a campaign, the system captures the policy document hash at that moment. If the policy document is updated after enrollment, the system detects the change and may require re-acknowledgment.
Version binding — Each acknowledgment is permanently linked to the specific policy version the user acknowledged. This ensures compliance records accurately reflect which version was acknowledged, even if the policy is updated later.
If a policy is updated during an active campaign, administrators can create a new campaign with the updated policy to ensure all users acknowledge the latest version.
Troubleshooting
I don’t see the policy in My Workspace — Check that the campaign has been published and you have been assigned to it. If you were recently assigned, refresh My Workspace. Contact your administrator if the issue persists.
I can’t acknowledge the policy — Ensure you have viewed the policy document if the campaign requires viewing before acknowledgment. Check that the campaign has not ended (if late acknowledgments are not allowed).
The policy document won’t open — Try downloading the PDF instead of viewing it inline. Ensure your browser supports PDF viewing or use a PDF reader application. Check your internet connection.
I already acknowledged but it shows as pending — Refresh the page or check My Workspace again. If the issue persists, the policy may have been updated and requires re-acknowledgment. Contact your administrator.