Introduction
The Policy Center is your central hub for managing company policies within Complyance. Here, you can store policies, track revisions, and collect approvals and acknowledgments. This guide will help you navigate the Policy Center and its key features.
You’ll find the Policy Center in the navigation bar on the left-hand side of Complyance, below the Evidence Center and above the Alerts section.
If you’re new to the platform, any policies shared with the Implementation Team will already have been migrated, including their current versions and validity dates.
Navigating the Policy Center
When you open the Policy Center, you’ll see a table listing all your policies. This table includes the following fields:
- Status: Shows whether the policy is Draft, Awaiting Approval, or Approved.
- Name: The title of the policy.
- Current Validity: Start date of the most recently approved version.
- #Approvals: Number of received approvals compared to those sent (e.g., 2/5).
- #Acknowledgments: Number of acknowledgments received compared to those sent (e.g., 188/590).
- Acknowledgment Status: Status of acknowledgments (Acknowledged, Overdue, or Pending).
- Owner: The person responsible for the policy.
- Approvers: Initials of assigned approvers.
Customizing the Policy Center
Click the cog icon at the top right to customize your view. You can add fields like:
- Type: Indicates if the policy uses the in-platform editor or is uploaded as a file.
- Description: A brief explanation of the policy.
- Department: Departments the policy applies to.
- Internal ID: A unique identifier (e.g., P0123).
- Custom Fields: Fields created by your team for specific data.
Policy Statuses
Policies can have the following statuses:
- Draft: Policy created but not yet sent for approval.
- Awaiting Approval: Sent for approval but pending action from all approvers.
- Approved: Approved by all assigned approvers.
Navigating the Policy Drawer
To view more details about a policy, click on its name in the table. This will open the Policy Drawer, where you can access all related information.
Details Tab
The Details tab shows the basic information about the policy:
- System Fields: Policy Name, Description, Owner, and Approvers.
- Custom Fields: Any additional fields set up by your team.
At the top of the drawer, you’ll see the unique Policy ID (e.g., Policy / P0201), the current version number (e.g., v2), and its status (e.g., Approved).
You can also create a new version by clicking Create New Version in the top right. Versions will level up by 1 each time the button is clicked.
Approvals Tab
Tracks the approval process:
- View approval history, including status, due date, and approvers.
- Nudge Approvers: Use the bell icon to send reminder emails for overdue approvals.
Nudge Approvers for Overdue Approvals
This is a handy way to remind approvers if they haven’t reviewed and approved a policy yet. Here’s how it works:
- Open the Policy you’ve sent for approval.
- Click on the ‘Approvals’ tab on the right-hand side (you’ll see this marked with a red dot in the screenshot attached).
- Next, you’ll need to pop out the table to access the bell icon. To do this:
- Click on the policy version you want to nudge about (see the red dot in the screenshot).
- When the table opens, you’ll see a bell icon(highlighted in the red box in the screenshot).
Clicking the bell icon will send the approver a reminder email prompting them to review and approve the policy.
Acknowledgements Tab
This tab manages policy acknowledgements:
- View acknowledgement status, due dates, and details of sent requests.
- Request New Acknowledgments: Select users, set due dates, and customize email notifications.
Automatic reminders are sent:
- Immediately upon request.
- 24 hours before the due date.
- After the due date passes.
Versions Tab
Next is the Versions tab. This tab stores a record of all of your previous Policy versions.
The table here shows, the version number, its Status (Approved, Pending, or Retired), The Validity start, and who created the version.
Using the three dots to the right of the Policy version, you can edit the revision details for the policy.
Other Policy Drawer Tabs
From the Tabs section on the right hand side of the Control Drawer, you can take additional actions:
- Comments Tab: Add comments, attach files, and edit your notes for the Policy.
- Tasks Tab: Create and assign tasks related to the Policy. Tasks include a name, due date, and assignee, and the assigned user will receive an email notification.
- History Tab: View a log of all actions taken on the Policy, along with timestamps and the user who performed them.
Still have questions? Reach out to our support team via the Support Center for assistance.