Introduction
The Policy Center is your central hub for managing, organizing, and maintaining all your company policies in Complyance. Whether you’re creating new policies, tracking approvals, or sending them for acknowledgement, this guide will walk you through every step to ensure your policy management is seamless and efficient.
Getting Started in the Policy Center
The Policy Center is accessible from the left-hand sidebar of Complyance. You'll find it located below the Control Center and Evidence Center and above Alerts.
When you open the Policy Center, you'll see a table listing all your policies. If your policies haven’t been migrated yet, this table will be empty.
You can customize the table view to display the columns most relevant to you. Learn how to do this here: How to Configure Table View
How to Add a New Policy
To add a new policy, click the + New Policy button located in the top-right corner of the page.
You will have two options: Create a Policy or Upload a Policy.
Create a Policy
- Opens the in-platform Policy Editor within the Policy Drawer.
- Ideal for drafting new policies directly in the platform.
- Any text you enter is saved automatically—no need to click a “Save” button.
Upload a Policy
- Best for uploading an existing policy file.
- Simply choose your file, and it will be added to the system.
Once you select Create or Upload, the Policy Drawer will open. Here, you can fill in both system fields and any custom fields specific to your policy.
System Fields in the Policy Center
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Policy Name: The name of the policy (no need to include your company name).
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Description: A brief summary describing the policy or its purpose.
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Owner: The Complyance user responsible for this policy. The owner will receive an email if the policy becomes overdue or needs approval.
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Approvers: Users who will serve as approvers for the policy.
Learn more about sending approvals for policies: More About Approvals
How to create a new version for Policies
You can find the current version number of your policy at the top-left corner of the Policy Drawer, regardless of the tab you're viewing.
To create a new version, click Create New Version in the top-right corner of the Policy Drawer. This option is available on any tab.
When you create a new version, the version number automatically increments by one.
Viewing Policy Versions
To see all versions of a policy, go to the Versions tab on the right-hand side of the Policy Drawer. The table here displays:
- Version Number
- Status: Draft, Awaiting Approval, Approved, or Retired
- Validity Start Date
- Initials: The user who created the version
How to Update the Validity Date for Policies
To edit the Validity Start Date for a policy:
- Locate the Validity Start column in the table.
- Hover over the cell for the policy you want to update. A pencil icon will appear.
- Click the pencil icon, and a date input field.
- Enter the new date.
If a policy has already been approved and a date is pre-populated, you can still use this method to amend the Validity Start Date.
How to Add or Edit Revision Details for Policies
To add or edit Revision Details:
- Open the Versions tab on the right-hand side of the Policy Drawer.
- Locate the policy version you want to update.
- Click the three dots (⋮) on the right-hand side of the table for that version.
- Select Edit Revision Details.
A pop-up box will appear with a text field where you can enter or update the revision details. Once finished, click Submit in the bottom-right corner of the pop-up to save your changes.
How to Send a Policy for Approval
Note: Policies can only be sent for approval if they contain either uploaded documents or text in the in-platform editor.
Setting a Policy Approver
To assign an Approver for a policy:
- Go to the Details tab on the right-hand side of the Policy Drawer.
- Select one or more Approvers from the list of Complyance users.
Sending a Policy for Approval
To send a policy for approval:
- Click the purple Send for Approval button located in the top-right corner of any tab within the policy.
- A pop-up box will appear. Complete the following fields:
- Approver: Select the user(s) who will receive the approval request email. If an Approver is already set, their name will pre-populate in this field.
- Due Date: Specify when the approval should be completed.
- Message Title: Provide a subject line for the approval email.
- Message Details: Add any additional context or instructions for the Approver.
For the Approver:
- Approvers will receive an email with a direct link to the policy.
- Once in the policy, they can click the purple Approve button in the top-right corner to review and approve it.
- After approval, the policy’s status will update from yellow (Awaiting Approval) to green (Approved).
Tip: You can monitor the progress of approvals in the # Approvals column within the Approvals tab.
How to Nudge A Policy Approver
If an Approver has not responded, you can send a reminder:
- Open the Approvals tab of the policy you’ve sent for approval.
- Locate the policy version (e.g., V2) you wish to nudge about.
- Click the three-dot menu (⋮) to pop out the table.
- In the table, find the bell icon on the far-right. This is the nudge button.
- Click the bell icon to send a reminder email to the Approver.
How to Send a Policy for Acknowledgement
Note: Only approved policy versions can be sent for acknowledgement.
To send a policy for acknowledgement:
- Navigate to the Acknowl. tab on the right-hand side of the Policy Drawer.
- Click Request New Acknowledgement.
A pop-up window will appear. Complete the following fields:
- Acknowledgers: Select the users who need to acknowledge the policy. Only platform users can be Acknowledgers.
- Due Date: Specify when the acknowledgement should be completed.
- Subject Line and Message: Personalize the email sent to Acknowledgers.
- Send to Everyone: Check this box to send the policy to all Complyance users.
For the Acknowledger:
- Acknowledgers will receive an email with a direct link to the policy.
- After reviewing the policy, they can click the Acknowledge button in the top-right corner to confirm.
Tip: You can track the progress of acknowledgements in the # Acknowledgers column within the Acknowl. tab.
Still have questions? Reach out to our support team via the Support button in the bottom left for assistance.