Quick answer
Open Policies in the sidebar, read the policy shown on the page, type your full name, tick the confirmation, and click Record my acknowledgement. Your acknowledgement is stored against the exact version you read.
What you are actually doing
You are creating a record that says: this person opened this version of this policy, on this date, and confirmed they had read it.
That is an acknowledgement, not a digital signature. The distinction matters and the page states it plainly rather than hiding it in small print. If your organisation needs a document genuinely signed, that is a different thing and it goes through Demystify Sign.
Why the version number is on the record
A policy is not one document forever — it gets revised. If acknowledgements were attached to "the POSH policy" rather than to "version 2 of the POSH policy", then the day version 3 was published, every past confirmation would quietly start referring to text nobody had read.
ASHR.work stores the version with the acknowledgement instead. Publishing a new version leaves every earlier record untouched and simply asks people again. Your HR team can therefore answer the only question that matters in an audit: who accepted the version that was actually in force?
If you are asked twice
You may see the same policy again after it has been revised. That is the system working: the new version is genuinely different text, and confirming it is genuinely a new act.
What will not happen is being asked to confirm the same version twice. If you land on one you already confirmed — by clicking an old email link, say — the page tells you it is already recorded and stores nothing further.
Frequently asked questions
- Is this a digital signature?
- No, and the page says so. It is a recorded acknowledgement — evidence that you opened a named version of a policy and confirmed you had read it. That is the kind of electronic acceptance section 10A of the Information Technology Act, 2000 contemplates for everyday internal documents. Anything that must actually be signed, such as an offer letter or a contract, goes through Demystify Sign instead.
- What happens when the policy is updated?
- Nothing happens to what you already confirmed. Your acknowledgement is stored against the exact version you read, and that record is never rewritten. The new version appears as something new to read and confirm, so the record shows plainly which version each person accepted.
- I clicked the button twice. Did I acknowledge it twice?
- No. Confirming twice records once — the second attempt returns the acknowledgement that already exists and tells you so. There is no way to end up with two records of the same act.
- Can I undo an acknowledgement?
- No, and neither can HR. An acknowledgement is a record of something that happened, so it cannot be edited or deleted by anyone through the product. If you confirmed something in error, tell your HR team — they can publish a new version, which you will be asked to read afresh.
- I got a link by email instead. Is that the same thing?
- Yes, and it records the same thing. The link opens the same policy text and the same confirmation, and it works without a login — useful if you are joining and your account is not set up yet. It expires, and it only ever works for you and for that one version.
- Who can see that I acknowledged it?
- You, and your HR admins. Your colleagues cannot, and nobody outside your organisation can.