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Acknowledgements

Publishing a Standard is only half the job. The other half is knowing that the people who follow it have actually read it. Acknowledgements close that loop: each person confirms they've read the current version, and SOPHIE records who did and when.

That record matters when it counts. If an inspector asks whether your team was trained on a protocol, you can show exactly who read which version, and on what date.

When people are asked​

Every time a version of a Standard is published, SOPHIE asks everyone in its assigned roles to acknowledge it:

  • Each active person in those roles gets an acknowledgement task on their My Day, due in 14 days.
  • A Standard assigned to All Staff asks everyone in the practice.
  • Owner roles aren't asked unless they're also assignees.
  • A Standard with no assigned roles asks nobody.

A new version means a new acknowledgement​

People acknowledge a version, not the Standard forever. When a new version is published, SOPHIE retires the earlier acknowledgements, closes any that were still waiting ("A newer version of this procedure was published"), and asks everyone again for the new one. This happens for every published change, however small.

As soon as someone saves a change to a Standard's content, outstanding acknowledgements of the old version are retired too, so nobody is asked to confirm a version that's about to be replaced.

Acknowledge a Standard​

When you open a Standard you haven't acknowledged, a banner says You haven't acknowledged this procedure, Confirm you have read version 4. Your team can see who has.

  1. Read the Standard.
  2. Click Acknowledge on the banner (or on your own row in the Acks tab).
  3. The Acknowledge SOP window opens. For an updated Standard it shows What changed in this update? with a short list of the changes. For a first version it asks you to review the whole procedure. Click Show more details to see which versions you're moving between.
  4. Click I've reviewed what changed.

You'll see "SOP acknowledged successfully", and the task leaves your My Day.

The window also labels the kind of change, such as Safety update, Instructions updated or Clarification only, so you know how closely to read.

See who has acknowledged​

Open the Standard and choose Acks in the side panel.

  • Acknowledgement Progress shows the percentage done, with counts of acknowledged and pending.
  • Use the version picker to look at any published version (the current one is marked (current)).
  • Pending lists who still needs to acknowledge, with their roles and when they were asked.
  • Acknowledged lists who has, with their roles and when.

Anyone who can open the Standard can see this list.

If the panel says Not published, the Standard hasn't been published yet, so nobody has been asked. No acknowledgements required means no one is in its assigned roles.

Good to know​

  • Acknowledging isn't the same as doing the task. A daily or weekly task from a Standard's schedule is separate. Acknowledging confirms you've read the procedure; completing a task confirms you did the work.
  • Acknowledging can close FIX List items. If a FIX List item asked someone to review a Standard (for example, as training), their acknowledgement resolves it.
  • Changing who's assigned. People added to a Standard's roles later are asked the next time a version is published.