Policy Acknowledgement
Push policies to staff, capture read-and-agree attestations and audit sign-off
Chasing policy sign-off over email leaves no audit trail and no certainty that staff have actually read the document — a real exposure when an ISO auditor or H&S inspector asks for evidence. This module turns policy distribution into a controlled, auditable process for HR and compliance teams. Maintain versioned policy documents, push them to employees, departments or the whole company through campaigns, and capture each read-and-agree with a timestamp, signing IP and the exact version attested. New versions automatically supersede old sign-offs, scheduled crons chase overdue staff and re-issue lapsed attestations, and a compliance report rolls up percent-acknowledged per policy and department as defensible evidence.
Key Features
Versioned Policy Register
gb.policy holds a versioned, mail-tracked document with HTML body, attachments, owner, effective and review dates and a category (Health & Safety, IT, HR, ISO, GDPR, Finance). Policies are auto-referenced from a sequence and move through draft, published and retired states.
Targeted Assignment
The Assign Policy wizard (gb.policy.assign.wizard) or assign_to_employees pushes a policy to specific employees, whole departments or every employee in the company, creating one pending gb.policy.acknowledgement each with a due date — and skipping anyone already assigned or signed.
Auditable Read-and-Agree
action_acknowledge requires the agreed checkbox, then stamps ack_date, captures the signing sign_ip from the HTTP request and posts a chatter note naming the employee, policy and version. The state moves pending to acknowledged, giving a defensible, timestamped sign-off record.
Version Supersession
action_new_version bumps the policy version, drops it back to draft and writes every prior acknowledged record to a superseded state, so an old sign-off can never silently cover updated content and staff are forced to re-attest the new version.
Multi-Policy Campaigns
gb.policy.campaign bundles several published policies to an audience (employees, departments or all) for an annual attestation drive. action_launch fans out acknowledgements across every policy and employee, and a live progress % tracks overall completion as one figure.
Overdue Reminders & Re-Attestation
A daily cron _cron_remind_overdue schedules a to-do activity on the employee (or policy owner) for every overdue pending acknowledgement. A weekly _cron_check_reattestation re-issues acknowledgements once a policy's reattest_months interval elapses, keeping sign-offs current.
Compliance Dashboard & SQL Report
Each policy shows assigned, acknowledged and pending counts with a compliance_pct, while gb.policy.compliance.report is a SQL view aggregating acknowledgements by policy, category, department and state for pivot analysis of percent-acknowledged across the organisation.
Audit-Ready Evidence
Per-record timestamps, signing IP, the exact policy_version attested and full mail.thread history give compliance teams the evidence trail required for ISO 9001, ISO 27001 and Health & Safety reviews, replacing untraceable email chasing entirely.
Use Cases
Screenshots
Policies
Acknowledgements
My Acknowledgements
Assign Policy
Campaigns
Compliance Analysis
Why Choose This Module
Chasing policy sign-off over email leaves no audit trail and no certainty that staff have actually read the document. This module turns policy distribution into a controlled, auditable process — with versioned documents, targeted campaigns and a defensible compliance record.
Specifications
- Compatible: Odoo 18.0 / 19.0
- License: OPL-1
- Languages: English
- Author: Pokutsoft
- Dependencies: hr, mail
- Support: support@pokutsoft.com
Update date: 2026-07-02