# Acknowledgement for documents With the **Acknowledgement** component, you can request confirmation of **document** consultation, ensuring that selected users acknowledge important documents. In this section, you will learn how to send notifications from a document library, integrate the Acknowledgement tool with the document sections of the intranet, and track users' acknowledgements through the reporting system. *** ## Send documents and request a**cknowledgement** When the tool is installed, the **Acknowledgement command** is added to the actions available in a document library. With this action, you can email employees to inform them that one or more documents should be read. The Acknowledgement button **appears when one or more documents are selected**. So, the first steps you need to take are as follows: * Click on the **gear icon** at the top right of the page, and then on **Site contents**. * Select a **document library**. * Select **one or more files** and click on **Acknowledgement**.

{% hint style="info" %} The following **file formats** are supported: .pdf, .png, .jpg, .jpeg, .mp3, .mp4, .docx, .xlsx, .pptx. {% endhint %} After clicking the **Acknowledgement** button, you'll see the following panel:

Here, you can **select one or more individual users or groups**. The following group types are supported: * **Microsoft 365 groups**; * **Mail-enabled security groups**; * **Distribution groups (even with guest users)**. If you need to write additional comments or you want to customize the message, use the **Additional email message** box. Then, you have two options: * If you click the **Send email** button, you will send an email to the selected users, inviting them to open the document and confirm acknowledgement. * If you click the **Generate links** button, you will generate a link to open the document through the “Acknowledgement” page [(see below)](#the-acknowledgement-page). ### Send email If you click on **Send email**, a confirmation message appears informing you that the acknowledgement request has been sent successfully.

The selected users will receive an **email** of this kind:

The email features the **title of the document** and a **button** to open it. Clicking on **Open and confirm** takes the user to the **“Acknowledgement” page**., i.e., a page where the **Acknowledgement web part** is configured. To learn how to configure the Acknowledgement web part, please refer to the [Create the "Acknowledgement" page](#create-the-acknowledgement-page) section. {% hint style="info" %} The screenshot above shows the default template, featuring a black background, white text, and a few icons. A simpler version, shown in the screenshot below, is also available. This alternative was developed to ensure that Acknowledgement is supported by most email services. If you prefer the simpler template, please contact Intranet.ai specialists, and they will configure the tool accordingly. {% endhint %}

### Generate links Clicking **Generate links** creates a link to open the document via the “Acknowledgement” page. This allows you to share the document through other channels (e.g., Teams) or include the link in a news post or intranet page. Simply click **Copy** to copy the link and use it as needed.

### Modify the user selection You can view the users and/or groups already selected for a file by selecting the file and clicking the **Acknowledgement** button.

If needed, **you can modify your selection by adding or removing users/groups**.

If you add new users or groups, those already selected will not receive a new notification. If you remove a user or group, the report will update accordingly, removing the related data. ### The “Acknowledgement” page Clicking the **Open and Confirm** button in the email or the link generated via the **Generate links** option directs the user to the **"Acknowledgement" page**. On this page, the user can view the document and confirm that they have read it. In particular, the page features two buttons: * By clicking the **Acknowledgement** button, the user can confirm that they have read the content; * By clicking the **Acknowledgement and download** button, the user can download the document besides confirming that they have read it. These buttons can be activated or deactivated when configuring the Acknowledgement web part. See the [Create the "Acknowledgement" page ](#create-the-acknowledgement-page)section to learn more.

When the user confirms acknowledgement, the following **pop-up** appears:

And the “Acknowledgement” page is updated as follows:

### Integration with Company Documents and Company Documents with Folders You can configure the [Company Documents ](https://docs.intranet.ai/intranet-sharepoint/configurations/company-documents)and [Company Documents with Folders](https://docs.intranet.ai/intranet-sharepoint/configurations/company-documents-with-folders) web parts in order to integrate them with the Acknowledgement system. This way, **when the user clicks on a file, they will access the “Acknowledgement” page**. There, they will be able to confirm that they have viewed the content. This configuration is carried out in the web part property pane, specifically in the **Document settings** section. This section includes the following field:

Here, you need to **enter the URL of the “Acknowledgement” page**. > For example: This way, **all the documents** displayed in the web part **will be opened via the “Acknowledgement” page**. *** ## Create the “Acknowledgement” page To build the “Acknowledgement” page, first of all you need to **create a new page**. To do so, take the following steps: * Click on the **gear icon** at the top right of the page, and then on **Site contents**. * Scroll down until you see the **Site Pages** folder and click on it. * Click on the **SystemPages** folder. * Click on **New > Site Page** to create an empty page. * Add a **title** to the page, which can simply be **“Acknowledgement”**, and choose your preferred layout for the title area. ### Add the Acknowledgement web part to the page * If your page is not already in edit mode, click on **Edit** at the top right of the page. * Hover your mouse below the title area. You will see a line with a circled +, like this:

. * Click on it and, in the web part search box, enter **Acknowledgement** to quickly find and select the Acknowledgement web part.

* Click the **Edit** **properties** button on the left of the web part to open the property pane, which consists of one section: Display Settings. See below for more information on this section. ### Configuration The configuration pane of the Acknowledgement web part allows you to customize texts and to activate or deactivate buttons and sections.

* The first field allows you to **customize the text of the Acknowledgement button**. If you leave this field blank, the default text will be used, which is “Acknowledgement”. * With the **Hide Acknowledgement button** option, you can deactivate the Acknowledgement button. * The third field allows you to **customize the text of the Acknowledgement and download button**. If you leave this field blank, the default text will be used, which is “Acknowledgement and download”. * With the **Hide Acknowledgement and download button** option, you can deactivate the Acknowledgement and download button. * Next, you can decide to **hide or show the pdf toolbar**. If you choose **Yes**, the following bar will not be displayed:

* You can then **customize the introductory text**. If you leave this field blank, the default text will be used, which is “By clicking on the following action buttons I confirm that I have read this content”. * The last option allows you to **choose the position of the button section**, which can be either at the top or at the bottom of the page.

When you have completed the configuration of the web part, click on **Publish**. {% hint style="info" %} The “Acknowledgement” page should be created on the main site of your intranet, even if company documents are stored in a subsite. {% endhint %} {% hint style="info" %} The “Acknowledgement” page can be cross-site. {% endhint %} *** ## Notify users of a new file version To manage file versions, an additional button, **Notify new version**, is available. When a new version of a file is uploaded, it can be notified to the same users who received the previous version. Simply select the document and click **Notify new version** to send an email notification.

When you click the **Notify new version** button, the following message appears:

You don't need to select users again: the same users who received the previous version of the file will automatically be notified of the new version. Therefore, you just need to click on **Send email.** When you do so, the following confirmation message appears:

The email explicitly states that it refers to a new version of the file.

Similarly to what happens when the first email is sent, clicking **Open and confirm** directs the user to the "Acknowledgement" page, where they can confirm the acknowledgement of the new file version. {% hint style="info" %} The **Notify new version** button is always visible, even when a new document is selected. {% endhint %} *** ## Track acknowledgements Thanks to the **integration with Power BI**, Acknowledgement provides you with a **dynamic report** which offers a detailed overview of the documents shared with this tool. The report consists of **3 pages**: ### Page 1 - Acknowledgement Requests The first page contains a **comprehensive list of all documents** for which an acknowledgement request has been sent. For each file, the following details are available: * Document title; * Link to the document; * Total number of users requested to acknowledge the document; * Total number of users who have confirmed acknowledgement; * Percentage of users who have confirmed acknowledgement; * Acknowledgement status; * URL of the document library where the file is stored; * URL of the site where the file is stored.

### Page 2 - Details The second page provides an **in-depth view of a specific document**. This page is accessible through the **Drill through** function: right-click on a document title in the overview page and select **Drill through** to access additional details.

This section includes: 1. **Detailed user information** * Name of the user requested to acknowledge the document * Country and office location * Job title * Department * Email sent date * Acknowledgement date (if the user clicked the **Acknowledgement** button) * Download date (if the user clicked the **Acknowledgement and download** button) * Latest acknowledged version (the version of the document the user has confirmed reading) * Document link

2. A **graph** tracking **acknowledgement over time**

3. A summary section about the **acknowledgement status**

4. A **filter section** to refine the displayed data

### Page 3 - Complete Data This page **also** includes **acknowledgement confirmations submitted directly by users through the document pages**. In these cases, no email is sent — the user accesses the document library, clicks on a file, and opens it through the "Acknowledgement" page, where they can confirm they have read the content. To learn more about this feature, refer to the section titled ["Integration with Company Documents and Company Documents with Folders"](https://docs.intranet.ai/acknowledgement/features/acknowledgement-for-documents#integration-with-company-documents-and-company-documents-with-folders).

A **filter section** is available on this page, too.