Edit and Publish a Policy

This article explains how you can edit and publish a Policy if you are a policy owner.

If you currently have no policies in your My Policies widget, please see our Add Policies to your Library article first, which explains how you can set a policy owner.

In our example below, we will:

1. Edit a Policy
2. Assign an Audience
3. Publish the Policy

1 - Edit a Policy

Within the Policy Library area, select the My Policies link within the My Policies widget.

You will see a list of Policies that you are the owner of. It's the Policy Owners responsibility to keep these policies up to date.

Policies highlighted in Red mean there has been no action taken yet.

You can click on any of the main headings to change the filter. For instance, Clicking on "Policy Title" changes the Policy order from A-Z or Z-A.

Clicking on Next Review Date shows LATEST or OLDEST Policies first.

When you hover over a document, you have 5 options.

You can:

1. Click on the Policy to open the Policy Information Page
2. Select the Pencil icon to Edit the Policy Content
3. Select the Book icon to Preview the Policy
4. Select the "i" icon to open the Policy Information Page
5. Select the Bin icon to remove the Policy from your Library

In this example, I am going to click on the Advocacy Policy and open the Policy Information section as seen below:

On the right-hand side, you'll see Tasks. Tasks are beneficial as they guide you on what to do next. In most cases, you'll have 3 steps:

1. Make sure the policy content is correct before publishing - Use the content editor to make changes to the policy
2. This policy has not been assigned to an audience - Assigning the policy to staff makes it appear in their reading list and allows you to keep track of who has read it and when
3. This policy has not been published - Until it has been published, it will not appear in the reading list for any of your staff members. It must belong to at least 1 category before it can be published

Tip - Selecting a task takes you directly to the task to action.

To edit the content of the Policy, select EDIT CONTENT from the menu, or select the relevant task.

The editor window will open, allowing you to edit the content of the policy:

Main Menu - Top-right

In the editor window, you have a menu in the top-right that allows you to:

1. Preview the document in reader mode
2. Manage Variables
3. Publish Delete / Delete Draft
4. Attach File / Manage Attachments
5. See Parent notes (if applicable)
6. Close Editor Window

Important - If you are pasting content into the editor, please press CONTROL + SHIFT + V. Doing this ensures no extra formatting, which keeps styling in your policies consistent.

Attachments

Attachments can be managed by the paper clip icon in the top-right menu: 

 If the default policy has attachments, you'll see the file(s) here. Hovering over the file name allows you to:

• Show/Hide attachment - If you don't want the attachment to be visible after publish 
• Download Attachment to your device
• Delete attachment - You can only delete attachments you've uploaded. If it is an FPM attachment -  Select Hide before publish if you do not want it to be published to your staff

Tip - The green Icon means the policy is visible, the red icon means the policy is hidden.

Uploading Attachments

1 - Select Choose File and select the document from your device

2 - Select a Type - Attachment or Evidence

3 - Press Upload

After pressing Upload, the Attachment will show in the list:

 Once you have finished adding your content, select the X icon in the top-right to close the window to be taken back to the POLICY INFORMATION section.

2 - Assign an Audience

Select AUDIENCES from the menu or select the relevant task to assign an audience.

Select which staff or groups will be required to read the Policy using the list on the left. Assigned staff members or groups will be added to the Assigned Audience list on the right.

The Policy Information section will also update to show you the Assigned Audience.

3 - Publish the Policy

To publish the policy, select PUBLISH from the menu, or select the relevant task.

You can set a:

• Read by Date
• Next Review Date
• Publish Date
• Add Publish Notes

Once complete, press PUBLISH

My Policies Log

After Publish, you'll see the Last Published Date in My Policies is updated and a Next Review date is defaulted to 12 months from the date of publishing, unless manually set.

Your audience will receive a notification to let them know that they have a new policy to read:

If you go back to the Policy Information page for the policy you have published, you will see the page has been updated.

It will now show a "Last Published" section, show you the assigned audience, and a new "Read Report" overview as a quick way to see who has read the policy:

Video Guidance