Provable View + Acknowledge for Outgoing Documents
Send a determination letter; the platform tracks when the recipient opened and (optionally) acknowledged it, with timestamps. No more "I never got that letter."
Key benefits
- · Token-secured per-recipient invitation to view an OutDocument
- · Tracks sent, expiration, first-viewed, and acknowledged dates
- · Custom acknowledgment prompt and confirmation text
- · Legal-grade attestation record when acknowledgment is required
- · State-machined invitation (Draft → InvitedToView → ViewInProcess → Acknowledged | Expired | Cancelled)
Why this exists
Critical letters — eligibility decisions, payment denials, restitution obligations — need to be more than “we mailed it.” Programs need proof the recipient received the letter, and sometimes proof they acknowledged specific terms.
How it works
For an OutDocument (e.g., a Decision & Order letter), staff generate one or more OutDocumentInvitation records — one per recipient. Each invitation has:
- A token-secured URL for the recipient
- An optional expiration date
- Optional custom prompt text (“Please review and click Acknowledge to confirm you accept these terms”)
- Optional confirmation text shown after acknowledgment
Lifecycle
Draft → InvitedToView → ViewInProcess → Acknowledged | Expired | Cancelled. Each transition is timestamped. The acknowledgment creates a legally-tracked attestation — the recipient’s explicit “yes” on the letter’s terms.
What programs use it for
Determination letters, conditions-of-award attestations, release-of-information acknowledgments, appeal notification confirmations. Anything where later disputes would benefit from “here’s the exact timestamp the recipient acknowledged this.”