> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.superpath.io/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # How to Run Policy and Compliance Acknowledgements # How to Run Policy and Compliance Acknowledgements **In this article:** * Overview * Step 1: Publish the policy * Step 2: Build the acknowledgement Form * Step 3: Combine the policy and the acknowledgement in a Pathway * Step 4: Get it to the right people * Step 5: Automate it with a Workflow * Step 6: Report on who has acknowledged * Re-acknowledging a policy every year * Things to keep in mind * FAQs * Who can do this ## Overview A policy acknowledgement is a record that a named person read a named document on a named date. SuperPath has no single "policy acknowledgement" button. Instead you build one from four things you already have: somewhere to publish the policy, a Form that captures the acknowledgement, an assignment that puts it in front of the right people, and a report that proves who has done it. This article walks through the whole pattern end to end. It is the approach we recommend for codes of conduct, privacy and security policies, workplace health and safety documents, annual compliance declarations, and any other document where you need defensible evidence that someone has read and accepted it. ## Step 1: Publish the policy Put the policy somewhere learners can read it inside SuperPath. You have two good options. **A Knowledge article** works best for a policy you maintain in SuperPath and expect to revise. You write it in the editor and can update it in place. See *Creating a Knowledge Article*. **A Library content item** works best when the policy is an existing PDF or document produced elsewhere. Upload it as a Document or File and it becomes assignable like any other content. See *How to Upload Content From Your Computer*. > **Tip:** If your policy is a controlled document that legal or compliance owns as a PDF, upload the PDF rather than retyping it into a Knowledge article. Keeping one authoritative version stops the two drifting apart. ## Step 2: Build the acknowledgement Form The Form is what turns reading into a record. A single required Checkbox question is usually all you need. 1. In the left-hand menu, go to **Forms & Quizzes** and create a new Form. See *How to Create a Form*. 2. Give it a title that names the policy and the year, for example "Code of Conduct 2026 Acknowledgement", so it is unambiguous in reporting later. 3. Add your acknowledgement question. With the question selected, open the question type dropdown to the right of the question title and choose **Checkboxes**. See *How to Add a Checkbox Question to a Form*. 4. Write the question as the declaration you want on record, for example "I confirm that I have read and understood the Code of Conduct and agree to comply with it". 5. Add a single option for the learner to tick, such as "I confirm". 6. Turn on the **Required** toggle so the Form cannot be submitted without it. Your changes save automatically as you work. > **Note:** Leave the **Answer** column empty and do not set a pass score. An acknowledgement is a declaration, not a quiz, so grading it adds nothing and makes the reporting harder to read. If you also need to capture something alongside the acknowledgement, such as a declared conflict of interest or a typed name, add an Open text question to the same Form. ## Step 3: Combine the policy and the acknowledgement in a Pathway You can assign the Form on its own, but a Pathway is better for compliance. It keeps the document and the declaration in one sequence and records progress through both. 1. Create a Pathway named after the policy. See *How to Create a Pathway*. 2. Add the policy as the first Step. Click **Add Step → Add Content** to add the Library content item, or add the Knowledge article if your organisation has the Knowledge Base enabled. 3. Add the Form from Step 2 as the next Step. See *How to Add a Form/Quiz Step to a Pathway*. 4. Make both Steps required, so a learner cannot skip the policy and jump to the declaration. See *How to Make a Pathway Step Required*. 5. Set a prerequisite on the Form Step so it only unlocks once the policy Step is complete. See *How to Set a Prerequisite for a Step*. > **Good to know:** Ordering the Steps this way is what makes the acknowledgement defensible. The completion record shows the learner opened the policy before they declared they had read it. ## Step 4: Get it to the right people Assign the Pathway to the people or Teams who must acknowledge the policy, and set a due date so the deadline is visible to everyone. 1. Assign the Pathway to people or Teams. See *Assigning Pathways to People or Teams*. 2. Set a **Due date** for the acknowledgement deadline. 3. Leave **Notify people** on so assignees are told the policy is waiting for them. For a policy that everyone in the organisation must acknowledge, assign it to everyone at once rather than picking people individually. See *How to Assign a Pathway to Everyone at Once*. For a policy that applies to only part of the organisation, build a Dynamic Team whose rules match the people it covers, then assign the Pathway to that Team. Membership updates itself as people join, move or change roles, so the policy reaches new starters without anyone remembering to add them. See *Dynamic Teams*. ## Step 5: Automate it with a Workflow A Workflow removes the manual step for everyone who joins after the initial rollout. 1. Go to **Settings → Workflows** and click **Create workflow**. 2. Under **When**, choose **Person joins**. 3. Add criteria if the policy applies to only part of the organisation. You can match on Position, Role, Manager, country and state. All criteria must be met. 4. Under **Then**, choose **Assign a pathway** and select your policy Pathway. To assign just the Form instead, choose **Assign a form**. 5. Leave **Notify people on assignment** on, then turn on **Due date** and choose either a **Specific date** or a number of **Days after assigned**, so new starters get the same deadline as everyone else. 6. Under **For people who already have this learning**, choose how repeat assignments behave. **Assign only if completed (default)** will not re-assign to someone who still has the policy outstanding, **Always assign** sends it regardless, and **Never assign** skips anyone who already has it. 7. Click **Create workflow**. Two other Workflow patterns are useful for compliance. **Tell someone when an acknowledgement lands.** Use the **Form is submitted** trigger with the **Send a notification** action to alert a compliance owner as declarations come in. **Sort people by what they have acknowledged.** Use the **Form is submitted** trigger with the **Add to team** action to move people into a Team once they have acknowledged, which gives you a live list to assign follow-up learning to. > **Note:** A Workflow only responds to events that happen after it is active. It will not reach back and assign the policy to people who joined earlier. Roll the policy out to your existing people using Step 4, then let the Workflow cover everyone who joins from that point on. ## Step 6: Report on who has acknowledged This is the part an auditor asks for, so it is worth knowing all three views. **The Form's own responses.** Open **Forms & Quizzes**, find the Form and click the view responses icon. The **Summary** tab aggregates every response and the **Individual** tab shows one person's submission at a time. See *How to View Responses to Forms*. **A per-person export.** Export responses as an all-responses CSV, or a single respondent's submission as a PDF, when you need evidence outside SuperPath. See *How to Report on Form and Quiz Responses and Export Them*. **Who is outstanding.** The Learning Matrix Report shows people down one axis and learning across the other, so the gaps are the people who have not acknowledged yet. See *Learning Matrix Report*. You can also filter a report by learning status to list only the incomplete assignments, then notify exactly those people from the report itself. See *How to Filter a Report by Learning Status* and *How to Send a Notification to Learners From a Report*. > **Tip:** Save the outstanding-acknowledgements report and schedule it to send weekly to the policy owner. Chasing then happens without anyone running a report by hand. See *How to Schedule a Report to Send Automatically*. ## Re-acknowledging a policy every year Most compliance policies need re-acknowledging on a cycle. Workflow assignment actions have a **Recurring schedule?** toggle, which re-assigns the same item to the same person a year after the original assignment and keeps repeating on that cycle. Turn it on when you build the Workflow in Step 5, and set a **Due date** so each annual round carries its own deadline. Your choice under **For people who already have this learning** decides what happens to stragglers: **Always assign** sends the new round even to someone who never finished the last one, while **Assign only if completed (default)** leaves them on the outstanding assignment they already have. If your policy text changes materially between rounds, create a new Form named for the new year rather than reusing the old one. That keeps each year's declarations attached to the wording people actually agreed to, which is what makes the record defensible. ## Things to keep in mind * Workflows are only available on a paid plan. If the Workflows screen shows an upgrade message, you can still run acknowledgements manually using Steps 1 to 4 and Step 6. * Workflows are not retrospective. Existing people need a one-off manual assignment when you first roll a policy out. * Each Workflow has exactly one trigger and one action. Notifying a compliance owner and adding people to a Team on submission needs two Workflows. * Editing a Knowledge article or replacing an uploaded document changes what future learners see. It does not invalidate acknowledgements already recorded, so re-assign deliberately when a policy changes materially. * Only **Owners** and **Admins** can build Workflows, while Managers, Content Managers and Instructors can build and assign the Pathway and Form. Plan who does which part before you start. ## FAQs **Is there a dedicated policy acknowledgement feature in SuperPath?** No. Acknowledgements are built from a Form with a required Checkbox question, assigned on its own or inside a Pathway alongside the policy. That combination produces the record you need: a named person, a named declaration and a completion date. **Can I prove someone actually opened the policy before they acknowledged it?** Put the policy and the Form in one Pathway, make both Steps required, and set the policy Step as a prerequisite for the Form Step. The learner cannot reach the declaration until the policy Step is complete, and the Pathway records both. **How do I handle an annual re-acknowledgement?** Use the **Recurring schedule** option on a Workflow assignment action. It re-assigns a year later and repeats on that cycle. If the policy wording changed, build a new Form for the new year instead. **How do I find out who has not acknowledged yet?** Run the Learning Matrix Report to see the gaps, or filter a report by learning status to list the incomplete assignments. You can send a reminder to exactly those people straight from the report. **Can a learner acknowledge more than one policy at once?** Yes. Add a Checkbox question per policy to a single Form, or add several policy and Form Step pairs to one Pathway. Separate Forms per policy report more cleanly, so prefer that when the policies have different review cycles. **Do acknowledgements work for contractors and other Restricted users?** Yes. Restricted users can be assigned learning, can start and complete their assigned content, and receive assignment and due-date notifications. They cannot browse the **Forms & Quizzes** area or see anyone else's responses. ## Who can do this The pieces of this pattern have different permissions, so check who on your team can do which part. **Owners**, **Admins**, **Managers** and **Content Managers** can create the policy as a Knowledge article. **Instructors**, **People Managers**, **Employees** and **Restricted** users have read-only access to Knowledge. **Owners**, **Admins**, **Managers**, **Content Managers** and **Instructors** can build and assign the Form and the Pathway, and can view Form responses. **People Managers**, **Employees** and **Restricted** users have read-only access and do not see the **Forms & Quizzes** area. Only **Owners** and **Admins** can create Workflows. Workflows are also a paid-plan feature, so the option only appears for accounts where it has been enabled.