Power Automate workflow · HR

Annual policy acknowledgement campaign with completion tracking

Send the code of conduct or IT policy to every employee, track who has signed, and report completion by department.

TriggerManual flow run by HR, plus a daily recurrence for reminders
ConnectorsOffice 365 Users / Microsoft Entra ID · Adobe Acrobat Sign · SharePoint · Power BI (optional)
CategoryHR

The problem

Auditors ask for proof that all staff acknowledged the anti-bribery or PDPA policy; HR has a half-filled spreadsheet.

The outcome

A live completion dashboard and signed evidence per employee, ready for MACC Section 17A or ISO audits.

Before you start

  • Policy PDF as an Acrobat Sign library template with an acknowledgement checkbox and signature field.

Build it step by step

  1. Get employees — List group members for the all-staff group (Entra ID).
  2. Send — Loop and send each employee the template (concurrency 5); log agreement ID per person in a Policy Ack list.
  3. Remind — A daily flow re-reads the list and escalates anyone pending after 7 days to their manager.
  4. Collect evidence — On completion, save the signed PDF to Policy Evidence/<year>/<department> and mark done.
  5. Report — Point Power BI or a SharePoint view at the list for completion % by department.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Exclude service accounts and shared mailboxes from the group before sending.

Licensing

  • Standard connectors + Acrobat Sign. Large campaigns may suit Acrobat Sign's native bulk send.

Variations

  • Use a Teams adaptive card acknowledgement for low-risk policies and Acrobat Sign only where a signature is required.

Common in: GLCs · Banking · Government