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Distribution with acknowledgment and evaluation

Distribute with AR and comprehension evaluation.

Process​

Distribution with AR and evaluation questionnaire allows verifying document comprehension by recipients, beyond simple acknowledgment.

Principle​

After consulting the document, the recipient must:

  1. Read the document
  2. Answer an evaluation questionnaire
  3. Obtain a minimum score (passing threshold)
  4. The AR is validated only if the score is achieved

Use cases​

Documentary training:

  • New complex procedures
  • Technical documents requiring thorough understanding
  • Critical regulatory requirements
  • Security processes

Knowledge evaluation:

  • Validation of assimilation
  • Identification of additional training needs
  • Compliance with training requirements (ISO, FDA, etc.)

Configuration​

When creating or revising the document:

  1. Check "Acknowledgment required"
  2. Select a questionnaire in the "Questionnaire selection" field
  3. The questionnaire must be previously created and validated

Configuration of distribution with AR and questionnaire

See the Questionnaires section to create questionnaires

Evaluation questionnaire​

For the recipient​

Taking process​

  1. Access the document

    • Via notification or "My pending ARs" widget
    • The document displays with "Questionnaire required" indication

  2. Consult the document

    • Complete reading of the document
    • Take notes if necessary

  3. Launch the questionnaire

    • Click on [Take questionnaire]
    • Instructions displayed (time limit, threshold, attempts)

  4. Answer the questions

    • Complete all questions
    • Possibility to review your answers before submission
    • Countdown if time-limited

  5. Submit and view result

    • Click on [Submit]
    • Score displayed immediately
    • Result: Passed ✓ or Failed ✗

If successful​

  • AR automatically validated
  • Certificate of success available (according to configuration)
  • Document marked as "Read and understood"

If failed​

  • AR not validated
  • Message indicating the score and required threshold
  • Possibility to retake (if attempts remaining)
  • Recommendation to re-read the document
  • Manager contact if help needed

Results analysis​

See the global Questionnaire section.

Compliance and traceability​

Training proof​

The questionnaire constitutes proof of documentary training:

  • Demonstration of effective understanding
  • Compliance with ISO 13485, FDA 21 CFR Part 820 requirements
  • Complete traceability (who, when, score obtained)

Retention​

Results are retained:

  • Applicable regulatory duration
  • Guaranteed integrity
  • Possible export for external archives

Certificates​

Generation of individual certificates (according to configuration):

  • User name
  • Document title
  • Date taken
  • Score obtained
  • Comprehension validation

Best practices​

Questionnaire design​

  • Clear and unambiguous questions
  • Difficulty level adapted to audience
  • Realistic passing threshold (70-80%)
  • Reasonable number of questions (5-10)

Balance​

  • Do not overuse questionnaires (reserve for critical documents)
  • Allow sufficient time
  • Authorize multiple attempts (2-3)
  • Constructive feedback in case of failure

Communication​

  • Explain the questionnaire objective
  • Reassure about the process
  • Indicate available resources (help, training)
  • Value success

Follow-up​

  • Identify users in difficulty
  • Offer additional training if needed
  • Analyze problematic questions
  • Improve document and/or questionnaire based on feedback