Creating a Policy:

Navigate to Policy on the menu.

Navigate to Policy Creation.

Used to name and upload the policy and related documents.

• Fields:
  • Name: Enter the policy name.
  • Title: Provide a policy title.
  • Keywords: Add keywords to improve searchability (visible to users).
  • Policy Author: (Optional) Include the author's name.
  • Customer Policy Version: (Optional) Can be used to match internal versionining standards
• Section 1
  • Title: Policy document title
  • Description: Policy description
  • Content: Choose PDF (recommended), Custom Text, or Linked URL.
  • Policy Date: Original creation date.

2. Response Options Tab

Create a button for users to acknowledge reading the policy.

• Text: Button label, e.g. ‘I agree’ or ‘I have read and understood’.
• Properties:
  • Close Message: User acknowledges reading the policy.
  • Request Exemption: User can request exemption.

3. Categories Tab

Select the relevant policy category.

4. Options Tab

Optional additional features for advanced policies.

5. Related Items Tab

Add related documents or URLs.

6. Approval Tab

Set approval requirements before sending to users.

7. Target Tab

Select users to receive the policy.

8. Email Tab

Customise the notification email for users.

• Send Now: Clicking Publish sends the email to targeted users.
• Send Later: Send later via the Policy in Progress table.

After completing all tabs, click Publish to make the policy available.

FAQs

Which symbols are not allowed in a policy name?

Certain special characters are prohibited in file names. Uploading files with these will trigger an error.

What does ‘Hide Completed Archived Policies for End Users’ do?

This tenant-wide setting hides completed archived policies from end users to prevent access to outdated versions. Found under Settings > Company Edit > System Settings.

It hides policies on:

• End User Homepage
• MyCompliance Library
• Search
• Profile
• Teams App (if used)

Note: Users can still view completion audits but not policy content.

Sending Policy Notification Emails in Users' Preferred Language

• In Policy > Policy Creation, select the 'Email' tab.
• Tick 'Send in Users' Preferred Language?' to send emails in users' profile languages.

How to send a published policy to new users?

• Open the policy, go to the 'Target' tab and click 'Update Targets'.
• Select new users (Email, Federated, AD, or SCIM) and click Update Targets.
• Confirm the user count in the validation message to target the new users.