Skip to main content
Version: Next

Distribution with acknowledgment of receipt

Distribute with acknowledgment of receipt request.

Distribution configuration​

Distribution with acknowledgment of receipt (AR) ensures that recipients have properly read and understood the document.

When to use distribution with AR?​

Recommended use cases:

  • Mandatory regulatory documents
  • Critical safety procedures
  • Changes impacting processes
  • Documentary training
  • Important alert communications

Configuration during document creation​

In the creation/revision form:

  1. Check "Acknowledgment of receipt required"
  2. Set the deadline for AR

Configuration during manual distribution​

If you manually distribute a document:

  1. Click [Distribute]
  2. Select recipients
  3. Check "Request acknowledgment of receipt"
  4. Configure:
    • AR deadline
    • Reminder frequency
    • Accompanying message

Managing acknowledgments of receipt​

For recipients​

When a document requiring an AR is distributed to you:

  1. Notification: You receive an email and portal alert
  2. Widget: The document appears in "To acknowledge receipt"

Pending AR documents widget

  1. Review: Click to review the document
  2. Acknowledgment of receipt:
    • The document is displayed
    • [I acknowledge receipt] or [I have read and understood] button
    • Option to add a comment (optional)
  3. Confirmation: AR recorded with exact date/time

Cannot refuse the AR: The AR is an obligation, not a choice. If you cannot apply the document, contact the manager directly.

For the manager​

The manager has access to a dashboard:

Acknowledgment of receipt tracking

Reminders​

Content:

  • Automatic reminder email
  • Portal notification
  • Possible escalation to hierarchy (depending on configuration)

Manual reminders​

The manager can send targeted manual reminders:

  1. Access the AR tracking dashboard
  2. Check the users to remind
  3. Click [Send reminder]
  4. Customize the message if desired
  5. Send

Individual reminder:

For a specific case, contact the user directly:

  • Via internal messaging system
  • By external email
  • By phone if critical

Escalation​

In case of persistent non-response:

Hierarchical escalation (depending on configuration):

  • Manager notification after X reminders
  • Copy to quality manager
  • Escalation traceability

Possible actions:

  • Interview with the user
  • Additional training if needed
  • Disciplinary measures according to HR policy

Traceability and compliance​

Audit trail​

Each AR is traced in an unalterable manner:

  • Who: Authenticated user
  • When: Exact date and time
  • Where: IP address, workstation
  • Comment: If added by the user

Evidence for audits​

The complete AR history constitutes audit evidence:

  • Demonstration of effective distribution
  • Proof of documentary training
  • Compliance with regulatory requirements (ISO 13485, FDA 21 CFR Part 820, etc.)

Retention​

ARs are retained according to regulatory periods:

  • Minimum document lifetime + legal duration
  • Export possible for external archiving
  • Guaranteed unalterability

Best practices​

Configuration​

  • Define realistic deadlines for AR
  • Adapt reminder frequency to context
  • Don't overuse AR (reserve for important documents)
  • Clearly communicate the document's importance

Communication​

  • Explain why AR is required
  • Specify expected actions after reading
  • Indicate contacts for questions
  • Remind of the deadline

Monitoring​

  • Regularly consult the dashboard
  • Quickly remind late responders
  • Identify reasons for non-response
  • Adapt deadlines if systemic need

Exception management​

  • Plan for absence management (vacation, illness)
  • Delegate AR if necessary
  • Extend deadlines for special cases
  • Document exceptions

See also: