Digital Document Acceptance (DDA) - Frequently asked questions

FAQs & troubleshooting

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?

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?

I've sent out a document to some of my staff. How do I add new people?

You may have already sent out a document for acceptance to some of your staff and would like to send to additional people - perhaps you have had new people join the organisation (also see the onboarding new employees page), or moved into a different role which makes it important that they now view and accept the document.

The instructions below outline how to add people to a document which has already been sent out previous.

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 the Documents section in the left-hand navigation bar and find the document you wish to send to additional people.
4. Beneath the document name you will see Acceptance Status. Select the number in blue. eg. 0 of 10 (this tells you how many people the document has been sent to, and how many people have accepted it so far).
5. Select the additional people you would like to send the document to. 
6. Select Apply.

How do I remove people from a request for company or department wide acceptance?

If you’ve sent a Digital Document Acceptance request as an organisation/department-wide request and would like to remove someone from the list, you can easily deselect people and save your changes. You may need to remove a request if:

• You accidentally sent the document to the wrong person.
• The person has already signed a physical copy that’s uploaded to their profile.
• The person has changed roles and no longer needs the original document for the new position.

The following instructions outline how to retract a request for document acceptance which has been sent to a group of people from the Organisation Documents section of MyHR.

1. Log into MyHR - you will land on the Homepage
2. Select the Documents section in the left-hand navigation bar and find the document you wish to retract acceptance for.
3. Beneath the document name you will see Acceptance Status. Select the number in blue. eg. 0 of 10 (this tells you how many people the document has been sent to, and how many people have accepted it so far).
4. Un-select the people you would like to remove the request from.  
5. Select Apply.

Note:

• The document will be removed from the employee's Documents in self service.
• Reminders for the document acceptance request will be removed from the employee's self service, and the manager's reminder overview.
• No further reminder emails will be sent for people removed from the list (the original email notification cannot be retracted).
• You cannot remove anyone who has already accepted the document.

How do I retract a request for digital acceptance for an individual person?

If you have sent out Digital Document Acceptance on an individual's document in error or need to remove the request, you can delete the document.

1. Log into MyHR - you will land on the Homepage
2. Select 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. Find the document you wish to remove an acceptance request from and select the three dots ... next to the file name.
4. Select Delete.

The document has been removed from the person's profile and the reminder has been removed from the Reminders dashboard. No further emails will be sent to your employee about this document

I can't see a Request acceptance button on a document in an employee's profile

Under an employee's Document section, there is an option to Add folder. A drop down menu appears with a list of commonly requested folders. If you create a folder using this drop-down list, any document you upload will have a Request Acceptance option.

From time to time, the team at MyHR may have created custom named folders. There is a restriction on these folders that blocks the request acceptance feature. If this has occurred, you can create a new folder from the list and upload the document again.

How do I view whether a person has accepted a document sent to them?

As a manager there are a few ways you can check which people have accepted a document sent to them.

For organisation-wide documents:

1. Go to the document under Organisation > Documents and select the blue numbers next to Acceptance status. eg. 0 of 10 (this tells you how many people the document has been sent to, and how many people have accepted it so far).
2. Filter by Selected.
3. Next to each person's name is a status showing when the document acceptance was either requested or accepted. 

For a person's individual document:

1. Go to the employee's Document section and select the folder that the document is in.
2. Next to the document will be a status button showing either 'Pending' or 'Accepted'
3. Select the document to preview it's contents and acceptance status details.
4. Scroll down the page to find the Acceptance status area. Here you will see a) the date that the document acceptance was requested, and b) a status that states either "Pending acceptance from employee" or "Document accepted on DATE". 

To download a spreadsheet report of digital document acceptance status:

1. Select Reports in the left-hand navigation menu. 
2. Select Document acceptance (under Training and Compliance). 
3. Use the date range filter to narrow down when acceptance of the document was requested, the status of the document acceptance, or whether the document was sent company-wide or from an individual profile.
4. The report will generate on-screen. At the bottom of the screen is a scroll bar - you can scroll to right to see additional fields, to change how many rows you can see on the page, or to find the download button.

Manager access users will only see people in the departments they have access to.

Does the system automatically send reminders?

Yes, when a document acceptance is requested an email notification is sent to the person immediately and a follow up reminder is set weekly until the document has been accepted. 

How do I manually send a reminder?

While weekly reminders are automatically sent, a manager can also trigger a manual reminder from the document.

• For organisation-wide documents, go to the document under Organisation > Documents and select Send reminder.
• For a person's individual document, go to the document under the employee's profile > Documents. Select the three dots ... to the right of the document name, then select Send reminder.
  
  

What is an electronic signature?

In accordance with the Electronic Transactions Act 2002, an electronic signature is simply defined as “a method used to identify a person and to indicate that person’s approval of that information”

Basically, it’s any “mark” made by the person to confirm their acceptance of the document. This includes clicking an “I Agree” or “I Accept” type of checkbox.

With MyHR’s digital document acceptance, we store a record of the person logging in and of that specific person checking the “Yes, I have read and accept this document” checkbox. 

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