Document Management and Document Signature

Document Management within the Compliance Hub centralizes document control, ensures accountability, and simplifies audit trails for critical organizational paperwork.

Using this feature allows companies to effortlessly collect acknowledgements (signatures) within the training workflow (at the end of a course) and within the Learner Portal.

Signatures appear on the Learner’s certificate, and are downloadable from the Document Management screen.

The document manager provides:

• Centralized Repository: Upload, version, and manage all organizational documentation like policies, handbooks, and agreements from a single dashboard.
• Enforced Accountability: Require e-signatures to confirm document receipt and understanding, with all records automatically stored.
• Flexible Distribution: Attach documents to specific courses, entire training suites, or assign them directly to Learners, independent of training.

Understanding Digital Document Compliance

The Compliance hub transforms paper-based policy acknowledgement into a secure, trackable digital process, ensuring every member receives, reads, and formally acknowledges important documents.

Why this matters:

• Mitigate Organizational Risk: Create an immutable, timestamped record of policy acknowledgement for compliance (HR, Safety, Data Security, etc.)
• Eliminate Administrative Chaos: Stop chasing physical signatures and managing email attachments. Everything is automated and stored in one place.
• Drive Accountability and Clarity: Ensure every employee has clear, version-controlled access to the policies that govern their work.

How the Document Manager Works

Document Manager

A central hub for uploading, categorizing, and managing all PDF documents. It provides version control, access settings, and a complete audit trail for every file.

What it does:

• Maintains a single source of truth for company policies, with full version history
• Instantly pushes updated document versions to all relevant Learners, and automatically retires old copies.

Signature Engine

A secure, compliant system that captures Learner signatures, timestamps them, and attaches them to both the document and the Learner’s training certificate.

Common uses:

• Requiring signatures on Harassment Prevention, Code of Conduct, or IT security policies.
• Collecting acknowledgements for handbook updates or safety procedure changes.
• Obtaining signed agreements for training program participation or confidentiality.

Document Management vs. Similar Options

Feature	Document Manager	Email with Attachment	Dedicated e-Signature Tool
Best For	Policy acknowledgement tied to training & compliance	One-off, informal document sharing	Complex contracts & sales agreements
Complexity	Low (fully integrated)	Low (but manual)	High (separate workflows, logins)
Setup Time	Minutes	Per recipient	Days (integration & training)
Cost	Included in Premium	Free (hidden admin cost)	High per-seat or per-signature fees
Audit Trail	Automatic, centralized with training records	Fragmented across inboxes	Centralized, but siloed from training

Why Choose Document Management

• The documents being managed are employee-facing policies, handbooks, or training-related agreements.
• Signatures need to be automatically recorded and linked to a Learner’s training profile.
• Documents are required to complete a training course.
• The goal is to reduce the number of separate tools for HR & compliance operations.

Best Practices for Document Management

Strategic Document Visibility

Attach documents at the correct scope to ensure the right people see them without unnecessary clutter.

How to implement:

• Use Attach to a Suite for universal policies (e.g., Company Handbooks) that apply to all employees.
• Use Attach a Course for role-specific policies (e.g., Safety Procedures for Warehouse Staff).
• Use manual assignments for one-off acknowledgments or for small groups that are not defined by a course.

Proactive Renewal Management

Use recurrence settings for time-sensitive policies to ensure acknowledgements remain up to date.

Implementation Tips:

• Set annual recurrence for critical compliance documents, such as the Code of Conduct or Data Privacy policies.
• Combine with manual assignment for new hires who need to sign documents before their first annual cycle begins.
• Review the “Signed By” column quarterly to monitor compliance rates.

Common Questions about Document Management

Can Learners sign documents without taking a course?

Yes. From the Learners tab, use the Manual Assignment functionality to assign any document directly to individuals or groups, requiring only their signature.

What happens if I upload a new version of a document?

The old version is archived in the Version History. Learners who have not yet signed will see the new version, while previously signed documents remain a part of that Learner’s historical record.

Is the e-signature legally binding?

The captured electronic signature is designed to demonstrate acknowledgement and receipt, which is typically sufficient for internal policy compliance. For specific legal advice on enforceability, consult with your legal counsel, as laws vary by jurisdiction.

Troubleshooting Common Issues

Learners cannot see the Assigned Documents in their Portal

First, check the document’s visibility settings to ensure the document is attached to a course/suite to which they are assigned. If the document needs to be assigned, click the three-dot icon to the right of the document, then select Assign. Type in the user’s name, select them, and click Assign Document.

Learners Completed a Course Before the Document was Attached, and Must be Signed

Learners can be assigned manually from the Learners tab. To do this:

1. Log in to the Dashboard.
2. From the left navigation menu, click Learners.
3. Use the filter options to search for those who have completed the updated course.
4. Select the affected users, and scroll up to the X Selected header. Click More > Assign documents to sign.
5. Using the drop-down, select the document(s) and click Next.
6. Assign document preferences as desired.
7. Click Assign.

Advanced Configuration

Recurring Acknowledgement Scheduling

Create a continuous compliance cycle by re-issuing documents for signature at set intervals (6 months, 1 year, 2 years). The system notifies Learners when their previous acknowledgement has expired, requiring a new signature.

Bulk Manual Assignment & Notification

To streamline large-scale policy rollouts, first ensure the Document is assigned, then use the Learners Tab’s bulk action, Notify. To do this:

1. Log in to the Dashboard.
2. From the left navigation menu, click Learners.
3. Use the filter options to find those who need to be notified about the policy.
4. Select the Learners, scroll up to the X Selected header, and click Notify.
5. Choose whether to send the notification now or schedule it for a specific date/time.
6. Click Send.

Real World Examples

Rolling Out an Updated Employee Handbook

Situation: A company updates its Employee Handbook and requires all employees to acknowledge the new version.

Implementation:

1. The admin uses the Document Manager to edit the existing policy, attach it as desired, and enable Signature Acknowledgement.
2. If needed, the admin assigns the document to those who are not enrolled in a course and sends a notification using the Bulk Actions in the Learners Tab.

Result: After some time, the admin can review who has signed the new handbook and clearly see who has not, without manual email tracking.

Department Specific Safety Protocol

Situation: A manufacturing team has a new safety protocol course that applies only to their department, and they must sign an acknowledgment of it.

Implementation: The admin uploads the Safety Protocol PDF, attaches it only to the specific course the department is using, and enables signatures.

Result: Only manufacturing staff are prompted to sign the protocol, keeping other departments’ portals uncluttered. The Safety manager has a record of team compliance.

Llama Fact: Llamas are known for their strong sense of community and follow established herd trails. Similarly, Document Management helps your entire organization follow the right "trails" of policies and procedures, ensuring everyone is on the same path.