Track resource completion and send reminders

Understand the outcome

Completion is tracked per member and version. Due dates don’t send reminders on their own.

Resources (formerly Policies) is one library for policies, SOPs, HR documents, PDFs, presentations, Word files, spreadsheets, images, and video. Each resource can be reference-only or require an acknowledgement or signature, and completion is tracked against the exact version each member completed. In the portal, Resources pages live under /modules/policies.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Confirm the right version is published.
• Check the audience.
• Decide your reminder routine.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Resources plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• My Resources/modules/policies/my
• Resource Library/modules/policies/library
• New resource/modules/policies/new
• Resource detail/modules/policies/:id
• Edit resource/modules/policies/:id/edit
• Sign a resource/modules/policies/:id/sign
• Categories/modules/policies/categories
• Settings/modules/policies/settings

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Open the resource

   Review assigned, completed, and pending counts.

2. Step 2Find who is outstanding

   Filter to pending members.

3. Step 3Check the audience

   Make sure the expected people are included.

4. Step 4Send reminders

   Use the reminder action for pending members.

5. Step 5Handle exceptions

   Record a waiver with a reason when appropriate.

6. Step 6Export evidence

   Export CSV or PDF completion records.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Settle category names before migrating documents.
• Control point
  Choose the lightest requirement that meets the actual need.
• Control point
  Preview placed PDF fields on the final file before publishing.
• Control point
  Confirm the audience before publishing.
• Control point
  Plan how you will follow up: due dates do not send reminders on their own, so send reminders from the resource.
• Control point
  Upload a new version instead of replacing a file people already completed.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Counts match the member list.
• Reminders were sent.
• Completed members show their details.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

A member says they finished

Confirm they completed the current version.

No reminder went out on the due date

Send reminders manually.

A new member is missing

Check their roles against the audience.

Related Resources capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Library for PDF, PowerPoint, Word, Excel, CSV, image, video, and ZIP files in colored categories
• Version history; by default a new version asks the audience to complete it again
• Targeting by role or specific members
• Acknowledgements recorded against the current version
• Checkbox, typed, or drawn signatures with IP address and device recorded
• PDF field builder for signature, initials, date, and text fields, producing a stamped signed copy
• Completion tracking with manual reminders, waivers with a reason, and CSV/PDF export
• Optional Time Clock gate that holds clock-in until pending resources are completed

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• Time ClockPortal and kiosk clock-in with password, PIN, or face, plus corrections and reports.
• TrainingEvents, attendance, hours and CE, certificates, self-logged training, and compliance.
• OnboardingVersioned programs with stages, tasks, dependencies, approvals, and progress tracking.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Resources

Return to the Resources module guide for connected workflows, dependencies, portal destinations, and additional procedures.