Who is this article for?

Users who want to learn how to work with Policies.

Create Policyor higher permissions are required.

Policies allow you to create and manage policy and procedure documents related to auditing, compliance, and governance to define standardised controls, processes, and best practices within your organisation. This guide will walk you through how to create and publish Policies.

In this article:

1. Policies list
2. Creating a Policy
3. Signing a Policy
4. Editing a Policy
5. Cancelling a Policy
6. Deleting a Policy

1. Policies list

To access Policies:

1. Open the Go To... menu.
2. Hover over 'Policies'.
3. Select 'Policies' (under 'Find Policies').

You will be taken to an overview of all existing Policies on your site.

2. Creating a Policy

To create a Policy:

1. Open the Policies list.
2. Click 'Policies▼'.
3. Select 'New Policy'.
   You will be asked to enter the Code, Title, Decsription, and select a Type.
4. Click 'Save & Close'.

You will be taken to the Policy notebook where you can attach your policy documents.

Before you can ask your Employees to sign a Policy, you need to upload the policy document by selecting 'Attach Document' from the notebook.

3. Signing a Policy

Once you've attached a policy document and published your Policy, you need to determine who needs to sign it.

To add signees:

1. Open the Policies list.
2. Select the highlighted title of the Policy you want to manage.
3. Switch to the 'Members' tab.
4. Click 'Members▼'.
5. Select 'Add Policy Members'.
6. Search for Users and/or Roles.
7. Tick the box next to each User and/or Role you'd like to add.
8. Click 'Add Users/Roles'.

This will update the 'Signatures' tab with a list of Users who need to sign the Policy.

Users asked to sign the Policy will receive an email with a link to the Policy, where they can sign it after confirming they have read the attached document. Once they have done so, their name will move to the 'Signed' list under the 'Signatures' tab.

You can send reminders to Users who have not yet signed the Policy by selecting 'Send Signing Reminders' from the 'Policy Name▼' menu.

4. Editing a Policy

To edit Policy details:

1. Open the Policies list.
2. Select the highlighted title of the Policy you want to manage.
3. Click 'Policy Name▼'.
4. Select 'Edit'.

You will see a pop-up where you can change the Code, Title, Policy Type, and Description. Making changes here will not require Users to sign the Policy again.

To edit Policy documents:

1. Open the Policies list.
2. Select the highlighted title of the Policy you want to manage.
3. Click 'Policy Name▼'.
4. Select 'Review a new Document'.

Making changes here will require Users to sign the Policy again.

5. Cancelling a Policy

1. Open the Policies list.
2. Right-click the Policy you want to cancel.
3. Select 'Cancel this Policy'.
   You can enter an optional reason for cancelling the Policy in the pop-up.
4. Click 'Save & Close'.

This will remove the Policy from the view.

To view them:

1. Click 'Status' (under 'Refine your search').
2. Tick 'Cancelled'.
3. Click 'Done'.

The list will refresh and show all Policies with the 'Cancelled' status.

6. Deleting a Policy

You can only delete 'Cancelled' and 'Expired' Policies.

To delete a Policy:

1. Open the Policies list.
2. Right-click the Policy you want to remove.
3. Select 'Delete'.
   You will be asked to confirm that you want to delete it.
4. Click 'Delete'.