Document Reviews & Acknowledgements

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

1. Click + New Review Item and give it a title (e.g. "2026 Employee Handbook").
2. 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.
3. Add optional instructions for the reviewers ("Read sections 3-5 carefully; changes to PTO accrual").
4. 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."
5. Set the optional effective date and expiry date. The expiry drives the reminder sweep (below).
6. 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.

Signer audience - excluding external accounts

By default, All staff means every member with an email address. If your org includes external partners, guests, or admin/service account variants that should never be asked to sign, configure the signer audience: TATER Ops → Knowledge → Document Reviews → ⚙ Signer audience (Admin role). Three settings control who counts as staff:

• Internal email domains - one domain per line. When set, members on any other domain (external partners, guests) are excluded from the All-staff audience.
• Always-external emails - one email per line: specific accounts (e.g. an admin or service variant) to exclude from All staff even when they are on an internal domain.
• Exclude admin/service variants - a checkbox that also excludes accounts matching common admin-variant patterns (-a, -adm, -svc, …) on internal domains.

The filter shapes the All-staff roster, the completion denominator (so excluded accounts stop dragging down the signed-vs-total percentage), and which accounts see all-staff items in their My Reviews queue. Excluded accounts keep their access - you can always still assign them a review as a specific individual. Leaving everything blank keeps the legacy behavior of including every member, so the feature is dormant until configured.

Live impact preview. As you type, the dialog shows how many members the current settings count as staff and lists every account that would be excluded, each with the reason (external domain, always-external, guest, admin/service variant). Service and API principals (e.g. an @api-key account) are always excluded and are reported separately. Check this before saving - it is the difference between believing your domains are right and seeing exactly who drops out. Service accounts aside, an empty exclusion list means the filter is doing nothing yet.

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.

Report viewers - read-only roster access

Coordinators who track sign-off completion (HR, office managers) do not need admin rights. TATER Ops → Knowledge → Document Reviews → 👥 Report viewers (Admin role) grants named non-admin users read-only access to the Document Reviews page and its completion rosters - who has signed and who is outstanding - without any other admin capability. A non-admin without the grant who opens the page sees an access message pointing them at this modal. Viewer grants can also be managed programmatically with the list_doc_review_viewers / set_doc_review_viewers MCP tools (below); changes are audit-logged.

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.

Correcting a live item's audience

If an item went out to someone who should not have been included - the classic case is an All staff attestation that swept in an external consultant before the signer audience was configured - you can remove that person without disturbing anyone else. Removal takes effect immediately: the person can no longer open or sign the item, and they stop counting toward its completion total. Nobody else is re-notified, so this is safe to do on an attestation that is already in flight.

This matters most for the All staff and All staff (dynamic) audiences, which are re-resolved from current org membership. A removal there is recorded as a persistent per-item exclusion, so it sticks - the person does not reappear the next time the roster refreshes. The removal is reversible if you take someone off by mistake.

Because an edit only notifies newly-added assignees, correcting a mis-scoped item is preferable to retiring it and posting a duplicate - recreating the item would email everyone a second time. Retire and repost only when the document or attestation text itself has changed.

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

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