Generally, changes to Policy content should be saved as a new version.
This ensures that any previous user acceptance is retained and that the updated version can be redistributed for fresh acceptance.
However, it is understandable that sometimes the changes to a policy are not big enough to warrant a new version. (e.g. to fix spelling mistakes, formatting or overall readability of the content).
In these cases, administrators can enable the Minor Edits control to make edits to a policy that is in the Distribution stage, even if it has already been accepted by users.
This control is optional and can be disabled if you want all edits to require a new policy version.
Toggle the option
Minor edits are allowed by default.
An administrator can disable minor edits from the admin side via Applications > Admin > Policy Manager > Configuration.
Toggle the option to No and click Submit to apply the settings.
How Minor Edits Work
- If minor edits are disabled
A message will display when editing a policy that it is not possible to make changes to the content.
Minor edits can be enabled to allow changes to the current version, or if this should remain in place, the user will need to create a new policy version to apply the modifications to the content instead.
- If minor edits are enabled
When a user with appropriate permissions edits a policy that is in Distribution status, they can freely make changes to the article body and save these changes.
If the policy has already been read & accepted by users, only minor edits should be made.
Significant changes call user acceptance into question. Any major edits required, beyond fixing spelling errors or formatting, should be created as a new policy version to be sent for fresh acceptance.
