Policy content on your site may just be for users to browse, or you may have asked them to read & accept these, or a mix of the two has been implemented.
Regardless of how the application is being used, over time, policy content can become outdated and needs updating.
When this situation arises, it is recommended to create a new version of the policy and apply the new changes.
This ensures any previous acceptance (if it was sent to users to read & accept) is retained, as well as keeping the previous version accessible in an archived state as a record.
How to create a new version of a Policy
There are two stages in creating a new policy version and making it available to users.
Only users with 'edit policy' permission to a policy can create a new version for it.
1. Edit policy & save in draft status
Open the policy you wish to create a new version of.
Click the 'Create new policy version' button:
Make the changes that you need to the policy properties, content or permissions.
Once ready, make sure you are in the 'Summary' tab, scroll down and click 'Submit' to save the content as a draft.
2. Edit policy, check permissions & set to 'distribution'
The new policy version will be created, with the previous now listed as archived on the right.
Click 'Edit properties' to edit the policy once more:
Make final checks that all content has been updated as needed for the new version and that any permissions changes have also been applied.
Important: If you wish users to need to Read & Accept the new version of the policy, ensure they have the 'target distribution' permission for it.
When ready, in the 'Summary' tab change the status to 'Distribution' and click 'Submit'.
The system will ask if you wish to send a notification to users who are in the 'target distribution' for the policy:
If the policy is ready only, i.e. no one is going to need to accept it, select 'Do not send notification'.
Otherwise, send the notification, and users will receive this in the format based on their preferences, prompting them to read & accept the new version you have created.
Management over time
Policy editors can identify which policies need a new version over time by using the controls below.
- Manage policies area
Under the 3-dot menu on the front end of Policy Manager, users can see, edit, create new versions, delete and manage all policies they have permission for.
- Set a review date on all policies
The 'Review date' field set per policy when created or when edited assists with overall policy maintenance and updates.
The Policy creator will be notified when the chosen review date is reached so they can check the policy and create a new version if necessary, and/or set a new review date.
