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brynjones
Regular Visitor

Company Policy Acceptance

hello. as an organization we would like to be able to publish a company policy and automatically have all team members receive notification and teams or via email to to request their acceptance of the policy. 

 

Then after five days of no response send a reminder notification.

 

can anyone help me start this flow and what it should look like and what action and tools we should use to azure responses from multiple people for one document?

 

3 REPLIES 3
Andrew_J
Memorable Member
Memorable Member

@brynjones 

How are you going to get them to request their acceptance of the policy, is this adobe sign or is something else as this will have a bearing on how you structure the flow.  I assume a reply email saying accept will not be enough.

Do you have access to Adobe sign or other premium tools. 

brynjones
Regular Visitor

@Andrew_J thanks for replying. yes we do have access to adobesign. 

 

my vision for the flow

1.HR uploads a new policy to policy folder

2. power automate sends a copy to all employees through teams (frontline people dont have email)

3. employee signs 

4. the signed document then is moved to their person HR folder (maybe a copy of the document is needed to be created first in their personal HR folder?)

 

Thank you

@brynjones 

 

Okay, so I would do the following:

 

  1. I assume HR have a SP site and a folder for the raw unsigned policy can be created.  I assume this would be in word and that someone could help by adding the various tags in the document to personalize for each person the policy is going to that has email. 
  2. You use Flow to send the policy to those that have email, those that do not would snail mail (forget the latter see below)
  3. those with emails process through flow, those that do not I can only see them sending a paper version back in the post (forget the latter see below)
  4. The automation will save the Adobe Signed policy to agreements its own system, but you can move these to a folder locally in your tenant.  Then these will need to be moved manually unless there is some reference like employee number that would be present in the agreement file name and you can do this automatically.  Those with paper versions will have to post back and someone will have to scan them.  However if they have access to teams they must have a personal email address and can you not get a list of those from Azure and process all the EXT addresses to get these.  Could you allocate all the EXT addresses a special front line employee number to process their signed policy into the HR file.

 

As for building the flow, I see this a being several flows and although I have undertaken some of the processes above working though this is going to be too much work.  My self learning took well over 30 hours on getting an Adobe Sign process to work. 

 

But I hope the comments above helps.  Basically in my view take it out of Teams as you will not be able to do this.  And I can see there could be other improvements that could be made for any new front-line workers that join after the policy has been sent out the rest. 

 

Sorry I cannot help you further but I hope you have some more information in which to start looking at building the flow yourself.

 

Regards,

 

Andrew

 

 

 

 

 

 

 

 

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