What it is
Document Reviews lets you post one or more internal documents - an employee manual, an HR policy, a standard operating procedure - for assigned staff to review and formally acknowledge in a single sign-off. Each document can be an external URL (an intranet page, a SharePoint file) or a linked TATER entity (a Policy from the Policy Library, a Business Doc, or a TATERpedia wiki page). A reviewer reads every document in the item and signs once to acknowledge them all.
It replaces ad-hoc email sign-offs ("please reply ALL READ to confirm") with an auditable trail. Every sign-off records:
- Who - the signer's email, display name, and directory identity
- When - the exact sign-off timestamp
- From where - the IP address at the time of signing
- What they agreed to - a snapshot of the attestation text (plus effective/expiry dates) as they stood at sign-off time, so later edits to the item never change what someone already attested to
- Optional comments - the reviewer can attach a note alongside their acceptance
That trail is exactly what an auditor asks for when verifying "all staff acknowledged the updated handbook" - no inbox archaeology required.
For admins - creating and tracking reviews
Open TATER Ops → Knowledge → Document Reviews. Admin role is required to create and manage review items.
Creating a review item
- Click + New Review Item and give it a title (e.g. "2026 Employee Handbook").
- Optionally add one or more documents. For each, choose a URL link (with an optional friendly label) or a linked TATER entity (policy / business doc / wiki page). Use + Add document to attach more; remove a row with its ✕ button. A reviewer reads every document and signs once to acknowledge them all. Documents are optional — leave them blank for a text-only sign-off where the reviewer simply attests to the instructions / attestation text itself (e.g. confirming attendance or acknowledging a statement). In the admin roster, a linked document shows its title with an ↗ Open link.
- Add optional instructions for the reviewers ("Read sections 3-5 carefully; changes to PTO accrual").
- Write the attestation text (required) - the statement each reviewer formally agrees to, e.g. "I have read and understood the 2026 Employee Handbook and agree to abide by its terms."
- Set the optional effective date and expiry date. The expiry drives the reminder sweep (below).
- Choose the audience (see below) - specific individuals, all staff in the organization, or one or more groups. Newly-added assignees are emailed immediately with a link to their My TATER review queue; existing assignees are not re-notified on edits.
Choosing the audience
Three ways to decide who must acknowledge:
- Specific individuals - enter assignee emails directly (comma / space / newline separated), or use + Add from People to pick from your directory.
- All staff in the organization - assigns every staff member with an email address in the org's People directory. The picker shows the current head-count.
- Groups - pick one or more groups built from your People directory: a person's department or any tag on their record. Selecting "Engineering" plus the "remote" tag, for example, assigns everyone in that department or carrying that tag.
All-staff and group audiences are materialized from People at save time - the concrete roster is captured when you save, which keeps the completion roster, reminders, and the My Reviews queue accurate. To pick up newly-hired staff, re-save the item to re-resolve the audience.
The completion roster
Each review item's detail view shows the full roster: who has signed (with timestamp and any comments) versus who is still outstanding. The list view shows a signed-vs-total progress count per item at a glance. Use Export CSV on the roster to hand the completion evidence straight to HR or an auditor.
Reminder emails
A daily sweep emails every assignee who has not yet signed once the item is within its reminder window before expiry - default 14 days, configurable per item via Reminder days before expiry. Reminders are de-duplicated so each outstanding assignee gets at most one reminder per day, and stop automatically once they sign or the item expires.
Weekly pending-reviews digest
Every Monday morning, each person with outstanding reviews receives a single combined digest email listing all of their pending items - document acknowledgements and policy sign-off requests alike - each with a link to act. It is one email per person across every organization they review for (not one per item), and it only goes to people who actually have something outstanding. Reviews in suspended or cancelled organizations are excluded.
Archiving
Deleting a review item archives it rather than destroying it - the signature records remain intact for the audit trail. Archived items drop out of reviewers' queues and the reminder sweep.
For reviewers - the My Reviews queue
Reviewers work from My TATER → My Reviews (my.tatersecurity.com):
- The page splits into Pending (items awaiting your sign-off) and Reviewed (items you have already acknowledged, with your sign-off date).
- Open an item to read the instructions and attestation. Every document in the review is shown - linked TATER documents render inline (so you never need access to another module), and URL / external documents get an Open button. A single acceptance covers all of the item's documents.
- Toggle I accept, optionally add comments, and submit. Your sign-off is recorded with a timestamp and appears immediately under Reviewed.
- Cross-org - My Reviews is a single queue across every organization / help desk that has assigned you a review. If two different help desks you work with each post a policy for you, both appear in the same list.
- Policy sign-off requests too - signature requests issued from TATER Security's Policy Library show up in the same queue, and open the public policy sign page to complete.
MCP tool reference
| Tool | Purpose |
|---|---|
create_acknowledgement | Create a review item with one or more documents (URLs or linked entities), attestation text, dates, and an audience - specific individuals, all staff in the org, or groups (departments / tags) |
list_acknowledgements | List the org's review items with signed-vs-total completion counts |
get_acknowledgement_status | Pull one item's full roster - who has signed (when, comments) and who is outstanding |
Related
- My TATER for end users - the personal dashboard hosting the My Reviews queue
- TATER Ops overview - the Knowledge group and the rest of the Ops surface
- GRC guide - Policy Library sign-off requests that share the same reviewer queue
- MCP setup - connecting Claude Desktop / API to TATER