Using workflows as 'Read & Sign' documents is a very useful way to make sure your team acknowledges important information and updates.
If you are not sure what workflows are, you can start by having a quick look at this article. In short, workflows are 'digital forms' that employees can fill from their mobiles.
This article focuses on the best practice for creating a "read and sign" workflow.
A Read and Sign workflow is usually comprised of 2 core sections:
- A description object - the description object which may include text and sometimes images, provides details or a declaration for the user to acknowledge.
- Acknowledgment - the acknowledgment section can be implemented in various ways, and will usually include "your name", "date of signing", and a "signature" element.
Here's an example for an Employee Handbook Acknowledgment workflow of type 'Read and Sign':
This form includes four fields in the workflow (As seen in the image below):
- Description field: containing all the text content.
- Open text field: for users to type their names. While this field is not 'necessary' as every workflow entry will include the user name, adding a user field creates more commitment on the user side and hence it is recommended.
- Date field: for users to enter the date of acknowledgment. Once again, this field is not 'necessary' as data and time stamp are automatically included with each entry, however, this creates more commitment on the user side.
- Signature: to allow the employe to include their signature on file.
Every entry is automatically documented, and a PDF copy is automatically generated and is sent to a pre-defined email address. (Read more about auto-distribution of PDF copies here)
Here's how the to autogenerate PDF would look like in our example:
Two more pro tips:
Limit the entries per user to a single entry: By default workflows can be submitted multiple times. However when creating a read & sign workflow, you only need a single entry from each user. You can limit the number of entries under the workflow settings page:
Keep track of acknowledgment progress: use the table at the bottom of the workflow page to keep track of who already read and signed your workflow, and more importantly who didn't. You can even send follow up push notifications just to the team members that are yet to confirm your workflow. Learn how to here.