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Acknowledgment Campaigns let you send one or more Policies to employees for review and digital acknowledgment. Each recipient gets a unique link, reviews the policies, and electronically signs off. Regentra timestamps and records every sign-off, creating audit-defensible evidence that employees read and accepted your security, privacy, and compliance policies.

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What you can do

  • Create campaigns — Select policies and recipients, set a due date
  • Send for signature — Employees receive personalized emails with a link to sign
  • Track completion — Monitor who has opened, signed, and who’s pending or overdue
  • Tie to policy versions — Each campaign is linked to specific policy versions; if a policy changes, create a new campaign for re-acknowledgment
  • Generate audit evidence — Completion reports prove your workforce understood and agreed to your policies

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How to send a policy campaign

1

Open Policy Campaigns

In the Compliance module sidebar, click Campaigns.
2

Click New Campaign

Choose a name (e.g. “Security Policy 2026 Sign-Off”) and optional description.
3

Select policies to include

Check the boxes for the policies (or specific policy versions) you want to send. Common picks: Information Security Policy, Acceptable Use Policy, Incident Response Policy, Data Privacy Policy.
4

Choose recipients

Select employees from your directory or upload a list. You can target specific departments or roles.
5

Set a due date

Pick the date by which you need all acknowledgments — typically 2-4 weeks from send date.
6

Send the campaign

Click Send Campaign. The system emails each recipient a personalized link.

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Campaign status lifecycle

StatusMeaning
DraftCampaign is being prepared but not yet sent
ScheduledQueued to send at a future date
SendingCurrently dispatching emails
SentAll emails delivered; awaiting sign-offs
CompletedAll recipients signed (or campaign due date passed)
CancelledAbandoned before sending; links invalidated

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Recipient flow

Each recipient gets an email with a unique, secure link. When they click:
  1. View policies — they read each policy included in the campaign
  2. Confirm understanding — a checkbox or button confirms they’ve read and understand
  3. Sign — they electronically sign and submit
  4. Confirmation — they see a confirmation page with timestamp and receipt
The system records sent / opened / completed timestamps to the second.

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Linking acknowledgments to policy versions

Each campaign is tied to the specific policy version current when you sent it. If you update the policy later, the old acknowledgments remain tied to the old version — showing auditors that sign-offs were collected for the language in effect at that time. To get new acknowledgments after a policy change:
  1. Publish the updated policy version
  2. Create a new campaign with the new version
  3. Send to the same (or different) recipients
This builds a clear chain of evidence: Policy v1 → Acknowledgments (Jan) → Policy v2 → Acknowledgments (Apr).

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Exporting acknowledgment reports

1

Open the campaign

In the Compliance module sidebar, click Campaigns and select the campaign name.
2

Click Export Report

Download the full report.
3

Store the evidence

The report includes recipient names, emails, sent date, opened date, signed date, and policy versions. Store in Evidence Collection for auditors.
Signed reports should be treated as immutable. Store in a secure, time-stamped archive — auditors verify the integrity of your records.

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Best practices

  1. Plan ahead — send campaigns 4-6 weeks before audit so you have time to follow up on stragglers
  2. Set realistic due dates — give employees 2-4 weeks; many will procrastinate
  3. Send reminders — when due date is a week away, ping unsigned recipients
  4. Document non-compliance — if someone refuses to sign, escalate and document the exception
  5. Archive evidence — after the campaign closes, export and store

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Frequently asked questions

Yes. Filter recipients by department, location, role, or upload a custom list — useful for targeted policy updates.
Their status shows Pending or Overdue. Send a reminder email. If they still don’t sign, document the exception and escalate.
You can update the policy content, but the campaign remains tied to the version it was sent with. Existing sign-offs are locked to that version. New campaigns will use the new version.
Yes for most frameworks (SOC 2, ISO 27001, HIPAA). If you need advanced e-signatures, you can integrate DocuSign or similar.
Typically 6 years. Store in your secure archive and reference during audits.