How to build a policy attestation campaign that tracks employee sign-offs and flags outstanding acknowledgments in Formaloo

A single attestation form that compliance bulk-loads with one row per employee, so each person opens their own record, confirms they've read the policy, and signs. Every signature auto-updates that employee's status, a filtered view of everyone still outstanding powers a reminder email campaign, and a Reports group gives compliance a live, department-by-department completion picture they can hand straight to an auditor.

This is the form every employee opens to sign off on the policy. The fastest way to build it is with Magic Create, describe the fields you need in plain text and Formaloo generates the whole form in seconds.

1. Open Magic Create: From your Formaloo homepage, click Magic Create.

2. Paste the form prompt: Describe the form you need and click Create:

Build a policy attestation form for employees to sign off on a company policy. Include: full name (short text), work email (short text), department (dropdown), policy name (short text), a yes/no question asking whether they've read the full policy in its entirety, a short static text block reminding them to go back and read the policy if they answer no, a signature field for them to sign the attestation, and a yes/no question asking them to confirm they attest to the policy. Also add these admin-only fields: an attestation status dropdown with options Pending, Acknowledged, and Escalated; an assignee field for the compliance owner; an internal notes long text field; and a due date field for the acknowledgment deadline.

Your form should look like this. Magic Create will have generated most of it. Verify each field and field ID matches exactly.

Public-facing fields

Admin-only fields

This is where the form stops anyone from signing until they've actually confirmed they read the policy, and where an employee's signature automatically flips their status for compliance. Magic Logic writes all of this from a plain-text description, so you don't have to build each rule by hand.

1. Open Advanced logic: In the form settings panel on the right side of the form editor, click Advanced logic, then go to the Logic tab.

2. Launch Magic Logic: Click Magic Logic in the top right corner of the panel.

3. Paste the logic prompt: Describe the rules and click Generate Rules:

When "Have you read the full policy document in its entirety?" equals No, show "Please go back and read the full policy before continuing" and keep "Sign to confirm your attestation" and "Do you attest that you have read, understood, and agree to comply with this policy?" hidden. When it equals Yes, hide the reminder and show both the signature field and the attestation question. Both the signature field and the attestation question are required once visible. When "Sign to confirm your attestation" is answered and "Do you attest that you have read, understood, and agree to comply with this policy?" equals Yes, set "Attestation status" to Acknowledged.

4. Review and approve: The AI previews each rule. Approve, redo, or cancel individually, then make any manual adjustments.

5. Save: Click Save in the top right corner of the panel.

The campaign needs four emails: an invite when compliance adds someone to the campaign, a reminder for anyone still outstanding, a confirmation once an employee signs, and an internal notice to whoever's tracking that employee down. Build all four templates now, you'll wire up exactly when each one fires in the next Part.

1. Open Custom Email Templates: Click your profile icon, go to Apps and Integrations, and find Custom Email Templates.

2. Create the attestation request: Click Add New Template, name it "Attestation request," clear the body, add an AI block, and paste this prompt:

Write a clear, professional email to an employee letting them know a company policy requires their sign-off. Tone: factual, minimal, no scare language. Mention the policy name, that it takes under two minutes to review and sign, and the acknowledgment due date. Include a clear call to action to open their attestation. Keep it under 90 words.

Set the subject line to Action needed: please acknowledge @policy_name, then save.

3. Create the outstanding reminder: Repeat the steps above for a second template named "Outstanding attestation reminder," subject Reminder: your policy attestation is still outstanding, with this prompt:

Write a short, courteous reminder to an employee who hasn't yet signed off on a policy. Tone: warm but direct, not scolding. Reference the policy name and the due date, and note this is a friendly follow-up, not an escalation. Include a CTA to complete the attestation now. Keep it under 80 words.

4. Create the confirmation email: Repeat again for a third template named "Attestation confirmed," subject You've acknowledged @policy_name, with this prompt:

Write a brief, warm confirmation thanking the employee for completing their attestation. Confirm no further action is needed and that a signed record has been saved for compliance. Keep it under 60 words, factual and appreciative.

5. Create the compliance notification: Repeat once more for a fourth template named "Compliance completion notice," subject @full_name acknowledged @policy_name, with this prompt:

Write a short, factual internal notification to the compliance assignee confirming an employee has completed their policy attestation. Include the employee's name and department, and note the signed record is available in the dashboard. Keep it under 50 words, no persuasive language needed.

With all four templates built, this Part sets the actual trigger for each one, so the right email fires at the right moment without anyone in compliance clicking send manually.

1. Set the attestation request trigger: In Advanced logic, open the On Submit section for the admin row-creation action and add a rule: when this row is created for the campaign, send the "Attestation request" email to @work_email.

Note: Since compliance bulk-adds employee rows rather than employees submitting fresh, this is the create/On Submit action fired from compliance's own row-creation step, not the employee's action.

2. Set the confirmation and compliance-notice triggers: Open the On Update section and add two rules: when "Attestation status" changes to Acknowledged, send the "Attestation confirmed" email to @work_email, and separately, send the "Compliance completion notice" email to @assignee.

3. Leave the reminder manual: Don't wire the "Outstanding attestation reminder" template to logic. You'll send it as a targeted email campaign against everyone still Pending in Part 6, that's what actually gives compliance control over timing.

Every completed attestation needs a signed, audit-ready record. This PDF captures the employee, the policy, their read confirmation, and their signature in one document.

1. Open Custom PDF Template: Click your profile icon, go to Apps and Integrations, and click Custom PDF Template, then Add New Template.

2. Switch to HTML view: Paste the code below and give the template a name like "Policy attestation record."

3. Save the template.

4. Attach it to the confirmation email: Go back to the "Attestation confirmed" email template from Part 3, and in its PDF attachment setting, select "Policy attestation record" so the signed document reaches the employee the moment they're marked Acknowledged.

This is where compliance, the employees, and anyone reviewing completion data each get the view that fits them, and nothing more.

1. Activate the portal: From your project, click the Settings (gear) icon, select Activate Portal, then Manage User to open the Setup Wizard, and connect a user directory to this form for employees to log in with their work email.

2. Restrict the employee page to their own row: Switch to Edit Mode on the "Your policy attestation" page's data block, click Options, scroll to Manage Access, select the work_email profile field, and toggle on Allow users to view only their data and Allow users to edit their data.

3. Restrict compliance pages to your compliance team: Compliance team members are workspace members, not portal sign-ups. On each Compliance and Reports page, click the three-dot menu, select Access, and under internal users choose Specific teams, then select your Compliance team.

Note: If you don't have a Compliance team set up yet, create one first so you can select it here.

4. Restrict "My assigned attestations" to each assignee: On that page's data block, open Options → Manage Access, select the assignee field, and toggle on Allow assignees to view only their data and Allow assignees to edit their data.

Once employee rows are loaded and the campaign is live, run the "Outstanding attestation reminder" template as a targeted send against the Outstanding attestations page. This reaches everyone still Pending without touching anyone who's already signed.

A single form that doubles as your live employee roster for this policy, with each person's own signature gating their status change automatically. Compliance never has to guess who's outstanding, the filtered pages and reminder campaign do that job. And when an auditor asks for proof, you have a signed PDF per employee plus a department-level completion chart ready to show, instead of a spreadsheet someone has to reconstruct by hand.

Don't build this from scratch, we've already put it together for you.