> ## Documentation Index
> Fetch the complete documentation index at: https://docs.regentra.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Acknowledgment Campaigns

> Send policies for digital sign-off and collect timestamped acknowledgments — audit-defensible proof your workforce read and accepted the policy.

Acknowledgment Campaigns let you send one or more [Policies](/compliance/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.

## 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

## How to send a policy campaign

<Steps>
  <Step title="Open Policy Campaigns">
    In the Compliance module sidebar, click **Campaigns**.
  </Step>

  <Step title="Click New Campaign">
    Choose a name (e.g. "Security Policy 2026 Sign-Off") and optional description.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Choose recipients">
    Select employees from your directory or upload a list. You can target specific departments or roles.
  </Step>

  <Step title="Set a due date">
    Pick the date by which you need all acknowledgments — typically 2-4 weeks from send date.
  </Step>

  <Step title="Send the campaign">
    Click **Send Campaign**. The system emails each recipient a personalized link.
  </Step>
</Steps>

## Campaign status lifecycle

| Status        | Meaning                                             |
| ------------- | --------------------------------------------------- |
| **Draft**     | Campaign is being prepared but not yet sent         |
| **Scheduled** | Queued to send at a future date                     |
| **Sending**   | Currently dispatching emails                        |
| **Sent**      | All emails delivered; awaiting sign-offs            |
| **Completed** | All recipients signed (or campaign due date passed) |
| **Cancelled** | Abandoned before sending; links invalidated         |

## 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.

## 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).

## Exporting acknowledgment reports

<Steps>
  <Step title="Open the campaign">
    In the Compliance module sidebar, click **Campaigns** and select the campaign name.
  </Step>

  <Step title="Click Export Report">
    Download the full report.
  </Step>

  <Step title="Store the evidence">
    The report includes recipient names, emails, sent date, opened date, signed date, and policy versions. Store in [Evidence Collection](/compliance/evidence-collection) for auditors.
  </Step>
</Steps>

<Warning>
  Signed reports should be treated as immutable. Store in a secure, time-stamped archive — auditors verify the integrity of your records.
</Warning>

## 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

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Can I send a campaign to just part of my organization?">
    Yes. Filter recipients by department, location, role, or upload a custom list — useful for targeted policy updates.
  </Accordion>

  <Accordion title="What happens if someone doesn't sign before the due date?">
    Their status shows **Pending** or **Overdue**. Send a reminder email. If they still don't sign, document the exception and escalate.
  </Accordion>

  <Accordion title="Can I edit a policy while a campaign is active?">
    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.
  </Accordion>

  <Accordion title="Is click-to-sign sufficient for compliance?">
    Yes for most frameworks (SOC 2, ISO 27001, HIPAA). If you need advanced e-signatures, you can integrate DocuSign or similar.
  </Accordion>

  <Accordion title="How long should I keep acknowledgment records?">
    Typically 6 years. Store in your secure archive and reference during audits.
  </Accordion>
</AccordionGroup>