Users with permission to create policies can do so from the front end of the application.
Considerations about how the content will be created in the Intranet and permissions need to be made by your team.
Over time, policy content builds up in the application and is managed by administrators.
Follow this guide to understand how to create a new policy.
Step 1: Create policy
On the front end of the Policy Manager application, click the 'add policy' button:
The 'Add policy' button will appear to users with permission to create a policy in at least one category.
These permissions are set on the admin side by policy administrators.
Step 2: Populate all relevant fields
The Policy creation screen will open.
Fill out all fields relevant to the policy you are creating:
- Ref: Enter a reference code or number that will appear against the policy
- Type: (If these have been set up by administrators) select the appropriate type
- Title: The title of the policy
- Description: Enter a short summary of what the policy is about
- Acceptance text: Enter something here to appear as the acceptance message (for those in the 'target distribution' of the policy)
- Cover Image: The main image that appears in the policy and as its thumbnail
- Category: (Set up by administrators) select the appropriate category for the policy to appear within
- Tags: Enter any tags to assist searching for this policy
- Asset Type: Your team have likely decided how policy content will be added to your system before using the application. Upload or create the policy body using the relevant asset type. Read our guide here to learn more.
Step 3: Set the appropriate status
Once you have selected your desired asset type, you will then be presented with the status options for your policy.
From here, you can choose to state what status the policy should be in. At this time it is most likely the policy will be placed in the draft status however, if you have created a variety of approval statuses through the admin area you can set this to one of the approval statuses if you are already happy with the content and immediately want to move this on for others to approve.
Once a policy is moved to 'distribution' status it is live and can be found by users with view permissions on the front end.
Step 4: Further Options
You can also set an expiry date for your current status, allowing you to configure a reminder based to update the status setting deadlines for each stage of the approval workflow.
The last option available in this section is to set up a review date. This is more of a general date for the policy overall, rather than the status expiry and should be set to a much larger time frame. Once more, this sends a reminder notification but is intended for you to review the policy and see if it needs updating.
Just before creating your policy, you will also have the option to change both the owner and author of the policy. Just in case you are adding this to the intranet on their behalf, both of these fields will default to the creator of the policy.
Step 5: Check and set permissions
You can also adjust some final aspects of the policy by accessing the related items and permissions tabs at the very top of the page.
These will allow you to link to other policies or external sources and adjust the permissions of this specific policy respectively.
When a policy is moved to the 'distribution' stage a notification will be sent to all users in the 'target distribution' letting them know it's ready to be accepted.
Step 6: Save the policy
With all this in place, you can hit submit at the very bottom of the screen to create the policy.
