Policy and document review
Assign the right obligations, verify evidence and record each employee's actual policy acknowledgment.
7 stages · 2 approvals
Roles and responsibilities
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Step 1Prepare requirements
Change NumberEmployeeKindEffective DateRehire
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Step 3Assign obligations
EmployeeEntityStart DateActual Start At
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Step 5Verify documents
EmployeeSafe LabelDue DateExpiration Date
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Step 6Acknowledge policy
EmployeePolicyVersionEffective From
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Step 7Follow up
EmployeePolicyVersionEffective From
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare requirements
HR Manager prepares the applicable policy or document requirement, audience and effective dates. Define evidence, reviewer scope, due dates, reminders and permitted waivers. A neutral operational label can support manager follow-up without exposing a medical, tax or identity requirement's protected content. The revision remains reviewable.
Approval required
Approve requirements
A different eligible HR Manager approves the exact policy publication or requirement change, excluding its preparer and material editors. Published policy content and its audience basis become versioned obligations. A later replacement requires a new review; technical configuration authority cannot substitute for the HR domain decision or authorize broader document access.
Assign obligations
HR Specialist coordinates assignments from the approved audience and requirement versions. Each employee and employment spell receives the applicable obligation with a named owner and due date. Later hires or transfers follow the reviewed eligibility rules. Previous policy receipts remain attached to their original version and cannot satisfy a new publication automatically.
Provide evidence
Employee provides permitted documents or information through current self-service access. HR Specialist may upload evidence within granted subject, purpose and document-class scope. Each version retains its private object and content identity. Uploading a file does not complete verification, and a historical document cannot be renewed simply by changing its date or status.
Approval required
Verify documents
HR Specialist or HR Manager verifies assigned evidence only within current class and purpose grants, with a different actual reviewer when required. Check the exact requirement, source and expiry before marking its obligation satisfied. A verified copy establishes the configured evidence review; it does not certify legal eligibility or complete an external filing.
Acknowledge policy
Employee acknowledges the exact assigned policy version through their authenticated identity. Record the actual actor, time and linked receipt. An HR role cannot acknowledge on the employee's behalf. A superseding policy creates its own obligation while retaining the earlier acceptance as history, with no inherited acknowledgment or fabricated reading event.
Follow up
HR Specialist follows missing, overdue or expiring obligations using recipient-appropriate information. Reminders recheck current eligibility and status before dispatch, stopping after acknowledgment, supersession or separation as configured. Retention and deletion follow their separately reviewed HR Manager action; provider uncertainty or an active hold keeps the action unresolved.
Approvals and controls
2 approvals required in this process
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Approve requirements
HR Manager signs · assign obligations waits
ApprovalDecisions, CompanyPolicies, DocumentRequirements -
Verify documents
HR Specialist or HR Manager signs · acknowledge policy waits
EmployeeDocuments, DocumentAssignments, ApprovalDecisions - Private retrieval rechecks current subjectClass and purpose grants. Possessing an old link cannot preserve access.
- Document type imposes minimum protection; a medical or identity file cannot escape it through a less restrictive label.
- Manager alerts expose only approved neutral readiness information. Broad reporting-tree access does not reveal private evidence.
- Superseded, revoked or expired copies retain history without satisfying current requirements.
- Required independence applies to the actual reviewerIncluding anyone with more than one role.
- Deletion requires independent HR reviewConfirmed storage outcome. Separation alone does not delete a document or justify indefinite retention.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare requirements | CompanyPoliciesDocumentRequirementsHRChanges | Define the audience and required evidence |
| 2 Approve requirements | ApprovalDecisionsCompanyPoliciesDocumentRequirements | Approve and version the exact requirements |
| 3 Assign obligations | PolicyAssignmentsDocumentAssignmentsEmploymentSpells | Create the applicable employee obligations |
| 4 Provide evidence | EmployeeDocumentsAccessGrants | Preserve permitted private evidence |
| 5 Verify documents | EmployeeDocumentsDocumentAssignmentsApprovalDecisions | Verify the evidence under the required review rules |
| 6 Acknowledge policy | PolicyAssignmentsEmployeeDocuments | Record the employee's actual version-specific receipt |
| 7 Follow up | DocumentAssignmentsPolicyAssignmentsRetentionActionsIntegrationEvents | Track unresolved work and governed reminders |
Process reports
All reportsTenure Distribution
Current-spell tenure at cutoff for employed people in nonoverlapping bands [0,1), [1,3), [3,5), [5,10), [10,infinity) years, with median and historical organization dimensions. Breaks between spells are excluded; OriginalHireDate is a separate first-hire context, never silently substituted. Leap-day anniversaries follow the explicit entity rule.
Compliance Gaps
Current configured DocumentAssignments and PolicyAssignments missing/pending/expired/revoked/overdue evidence, with exact requirement/version, permitted owner and due date. Waived/superseded/no-longer-applicable obligations remain traceable and do not count as missing current evidence. This measures recordkeeping against configured rules; it is not a legal compliance finding, completed filing or right-to-work certification.
Run by an agent
Agent support
The assistant may prepare a permitted proposal but cannot supply the independent human decision required for a hire, protected change, readiness, retention action or correction. A service identity cannot become the employee who acknowledged a policy or the person who confirmed a factual event.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› policy and document review · prepare requirements on CompanyPolicies, DocumentRequirements, HRChanges
✓ HR Manager prepares the applicable policy or document requirement, audience and effective dates.
› policy and document review · approve requirements on ApprovalDecisions, CompanyPolicies, DocumentRequirements
⏸ approval · waiting for the hr manager
# 5 more stages after approval: assign obligations, provide evidence, verify documents, acknowledge policy, follow up
Other processes
4 moreEmployee onboarding
Prepare a complete employee record, coordinate the work and confirm readiness before employment starts.
5 stages · 2 approvals
Employee change
Review promotions, transfers and employment changes with a clear effective date and complete history.
6 stages · 1 approval
Leave request to balance
Request time off, route the decision and reconcile reserved, taken and cancelled days.
7 stages · 3 approvals
Employee offboarding
Coordinate an employee's departure, end access at the right boundary and resolve outstanding work.
6 stages · 2 approvals