Use case · HR and compliance

Proof that every employee read the policy.

Invite every employee to accept your code of conduct, IT security policy or privacy notice. Each acceptance is recorded with name, email, time and IP address, and you see who hasn’t done it yet.

Book a 15-minute walkthrough See how it works

Documentas

A form’s document settings: a review document to accept, the template that turns answers into a PDF, respondent signing, company counterparts and test documents

The problem

“Did everyone actually read it?”

A new policy has to be acknowledged by every employee, with proof. Email read receipts and a spreadsheet of replies don’t hold up when someone asks for evidence.

The setup

How to set it up in Documentas

Attach the policy

Add it as a review document, with your own acceptance text.

Turn identification on

Each acceptance is tied to a named person.

Invite everyone

Personal invitations, up to 200 per form. Use one form per department for more.

Follow up

Filter by Invited or In progress and resend in one click.

What the form asks

A policy form you can copy

Field	What it asks
Review document	The policy PDF, with the text “I have read and accept the IT security policy”
Identification	Name, email and optional employee ID, filled in from the invitation
Optional questions	Department, a checkbox for “I have completed the training”
Purpose	Collect answers only: no document needed

The result

A list of who accepted, and who didn’t.

Every acceptance with name, email, time and IP address
Who hasn’t finished, at a glance: Invited or In progress
A one-click resend for anyone who hasn’t done it
A record your auditor can read with the Viewer role

Documentas

Features used

What makes it work

Forms and data collection

Build forms with tables, required fields and terms to accept. Share by link or invitation and see every answer.

Records and security

Audit log with time and IP, encrypted storage of signed PDFs, automatic signature checks and deletes that keep the record.

FAQ

Questions people ask

What counts as proof?

Each acceptance is recorded with the person’s name and email, the time and the IP address, on the submission’s timeline.

How do I remind people?

Filter the submissions by Invited or In progress and resend the invitation in one click. Reminders are manual.

We have more than 200 employees.

Use one form per department or location. Each form takes up to 200 personal invitations.

See it with your own documents.

Book a 15-minute walkthrough and we’ll set up your first form or signing flow with you.

Book a 15-minute walkthrough

A 15-minute video call. Bring the form or contract you use today.