Digital Document Acceptance (DDA)

Contents

Overview

Step-by-step instructions

How to send to multiple team members/organisation-wide acceptance

How to send to a document for individual acceptance

How to include a document in an onboarding plan

FAQs, troubleshooting, tips & tricks

Support options

Overview

Digital Document Acceptance (DDA) lets you send documents to employees and track when they accept them.

You can use it to:

• Roll out company policies

• Send documents to individuals

• Track acceptance with timestamps

• Automatically remind employees

This enables online acceptance of documents, making it easy to share important documents with your team and collect their acceptance online — no printing or chasing required. It’s a simple way to roll out company policies, updates, or onboarding documents while keeping everything legally compliant and up to date.

• Fast and paper-free: Send documents for acceptance instantly — no need to print or scan.

• Keeps everyone on track: Automatic reminders make sure no one is missed.

• Clear records: Each acceptance is timestamped so you can see exactly who’s agreed and when.

• Always current: Employees can easily view and re-accept the latest versions of documents.

You can use the Digital Document Acceptance feature in a few different ways, depending on what you need:

1. Send to multiple team members: Share a document with a group or department from the Organisation > Documents area in MyHR.
2. Send to an individual: Share a personalised document directly from a team member’s profile.
3. Include in onboarding: Add a document to an onboarding plan so it’s automatically sent to new starters for acceptance.

Step-by-step instructions

How to send to multiple team members/organisation-wide acceptance

A document can shared with a group of team members for company or department wide acceptance. This is commonly used for policies or updates that apply to everyone the organisation (such as a memo), or department specific policies or guidelines.

1. Log into MyHR - you will land on the Homepage
2. Select the Documents section in the left-hand navigation bar. This area is available to all manager/owner users as a shared electronic filing space.
3. Select an existing folder or select Add folder to create a new folder.
4. Upload the document you would like to share by either selecting Browse or by dragging and dropping files into the center of the screen. We recommend uploading documents in a PDF format - this allows document preview on the screen.
5. Select Request acceptance
6. Select the people you need to accept the document.
   1. The entire list of available people will show in the pop-up window. You can filter by department, or by selection status (All, Selected, Unselected) to see a smaller group of people.
   2. You can select people individually by selecting their name, or use Select all in current list to quickly select multiple team members. 
7. Select Apply

A copy of the document is created in the individual person's profile in MyHR under Documents, within a folder name that matches folder it was sent from; and an email is sent all the people you have selected notifying them that they have been requested to digitally accept the document.

How to send to a document for individual acceptance

A personalised document can shared with a specific individual. This is commonly used for variation to conditions of employment letter or other documents specific/confidential to one person. 

1. Log into MyHR - you will land on the Homepage
2. Go to People and select the employee's name from the list and then select Documents; or use the search feature at the top of the screen (or Ctrl-K) and enter the employee's name + documents.
3. Select an existing folder or select Add folder to create a new folder.
   1. Note: The following system generated folders are visible to management only and cannot be shared with an employee: Additional, Disciplinary, Restructure. 
4. Upload the document you would like to share by either selecting Browse or by dragging and dropping files into the center of the screen. We recommend uploading documents in a PDF format - this allows document preview on the screen.
5. Ensure the person can access the folder. If there is a notification on the right of the screen that the employee cannot see this file, use the slider bar next to the notification to change the folder visibility. This will change to [employee name] can see this file.
6. Select Request acceptance.

You will be redirected to a preview page which shows the date acceptance was requested and the acceptance status.

An email is sent to the employee notifying them that they have been requested to digitally accept the document.

How to include a document in an onboarding plan

Documents can be embedded into an onboarding plan (electronic new starter checklist) so that important documents are automatically sent to new starters along with their employment agreement. Visit the Onboarding New Employees knowledgebase pages for further information.

FAQs & troubleshooting

Visit the Quick guides for common document acceptance scenarios article for tips and tricks on using DDA for a range of scenarios.

Visit the Digital Document Acceptance (DDA) - Frequently asked questions article to view the following questions:

• I've sent out a document to some of my staff. How do I add new people?
• How do I remove people from a request for company or department wide acceptance?
• How do I retract a request for digital acceptance for an individual person?
• I can't see a Request acceptance button on a document in an employee's profile
• How do I view whether a person has accepted a document sent to them?
• Does the system automatically send reminders?
• How do I manually send a reminder
• What is an electronic signature?

Support options

If you need more help, our HR and systems support teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224