Ensure you can pinpoint exactly when an employee has signed a policy during a process in Flare (e.g. Onboarding) by adding a datestamp or even a signature to the bottom of the document.
This will allow you to have proof of acceptance for compliance and traceability.
Follow the below steps to add varying levels of proof of acceptance to your documents in Flare.
Follow Me.
1. Go to Settings > Rules > Process templates
2. Select the process that you would like to make changes for (e.g. Onboarding or Info Request)
3. Select the 'Read Document' step - i.e. the step containing your policy documents
4. Select the level of auditing you would like to apply
Level 1 - None
Configuration: Untick 'Must "Accept" and "Decline"'
Outcome:
- The user is required to read the policies
- A copy of each document stored in the employee library
- No watermark stamped
Level 2 - Accepted
Configuration: Tick 'Must "Accept" and "Decline"', select 'None'
Outcome:
- The user is required to Accept or Decline the policies
- A copy of each document stored in the employee library
- A watermark stamped onto each page of the document confirming acceptance. The watermark is stamped “Accepted”, including date and time
Level 3 - Authorised
Configuration: Tick 'Must "Accept" and "Decline"', select 'Password'
Outcome:
- The user is required to enter their password to Accept or Decline the policies
- A copy of each document stored in the employee library
- A watermark stamped onto each page of the document confirming acceptance. The watermark is stamped “Authorised", including date and time
Level 4 - Signed
Configuration: Tick 'Must "Accept" and "Decline"', select 'Signature (and password)'
Outcome:
- The user is required to sign and enter their password to Accept or Decline the policies
- A copy of each document stored in the employee library
- A watermark stamped onto each page of the document confirming acceptance. The watermark is stamped “Signed", including date and time
