Currently our company has a policy server for compliance reasons. Trying to get rid of it and save some money as well as get something that's easier to manage.
We are trying to find a replacement for this within Office365 E3 (all of our users have licenses for this). We have access to common apps such as Power Automate, Outlook, SharePoint, Forms, etc.
The way we envision this working is something similar to the following
1) Employees will upload a document to either a document library, or a list if document library is not possible. This will trigger a process (approval won't work because we need to track users that have and have not accepted)
2) Users will get an email, that has buttons to accept the policy (document is within email), or it has a link that will take them somewhere they can respond and acknowledge they have read and agree to the policy.
3) Their responses are centrally recorded somewhere, either a spreadsheet or some other medium. From there we can track who has and has not responded, and follow-up with those that have not.
If anyone has any ideas, even if it deviates from the vision I would really appreciate it. Taking some advice from a tech that said this community is filled with bright-ideas.
Within Office E3 and your requirements, you can try to use SharePoint library/list to store those document uploaded by users and use Power Automate to trigger the process accordingly.
The Power Automate process can trigger emails to users and you can even implement some fancy adaptive card message in this email to allow user to accept the policy with a button or go to MS Forms Pro page ask user to submit the response
Once the button has been clicked or the form has been submitted, it can trigger an power automate process to store the response in your SharePoint accordingly.
This scenario is can be adopted by using SharePoint, Power Automate, O365 Outlook (actionable message), Forms Pro based on O365 E3 package.
Hope it would help and you can google for more details from those product that mentioned here especially for Power Automate.
Please accept this as a solution if it helps on your end
Thank you for the reply!
The steps you mentioned are currently implemented and work great.
1) I can send approvals to users and they will receive an email and can just click a button which is great.
2) Once all users have responded (wish I could figure out a way to do when any user responds they get their response recorded), a csv file is created within SharePoint
What I am trying to figure out either with a Flow is who hasn't responded so I can manually (or automatically) send follow-up emails.
Forms would also be a fantastic option if there was a way to track who hasn't responded to the Form.
Is this something that is in the works or is there a preview version that has that functionality? Can't figure out a way to achieve the last step.
For compliance EVERY user must sign-off and we must have record of it.
Some of the users that would be sending out approvals are not going to be able to manually print out an AD report and then compare the two spreadsheets and then follow-up with those that haven't responded.
For approval reminder activity, you can refer to an official blog here (https://flow.microsoft.com/en-us/blog/approval-reminders-using-parallel-branches/) to implement into your flow. Then you will be able to automatically send reminder email to users who has not approved yet.
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