How to use the Policy SharePoint Integration

The SharePoint integration allows policies that are maintained in Microsoft SharePoint to be linked directly to the Complyance policy module. Once linked, drafting and reviewer feedback take place in SharePoint, while formal submission, approval, acknowledgements and version locking are managed inside Complyance.

This guidance covers both the one-time administrator setup and the day-to-day workflow used by policy owners and approvers.

Setting up the Policy SharePoint integration

Follow this guide to set-up the SharePoint integration: SharePoint Integration Guide

Linking a SharePoint document to your Policy Drawer

Each existing policy must be linked to its corresponding SharePoint file, this is a one-time effort and will remain linked unless you move or delete the file from SharePoint. Existing uploaded documents are not removed, the link is added through a new policy version, which keeps version history intact for audits.

For an existing policy

1. Navigate to the Policy module and select the policy to be linked.
2. Create a new version of the policy.

3. In the new version, go to the integrations tab on the right-hand side of the policy drawer and select the SharePoint integration.

4. In SharePoint, navigate to the policy file, open the more actions menu and select Copy link. This copies the direct link to the file.

   

   

5. Return to the policy in Complyance, paste the link into the file link field, and select Link.

   

You can now make edits to your policy in SharePoint, and send it for approval in Complyance without having to re-upload the policy.

For a new policy

1. From the Policy module, select Add and Create a new policy.

   

2. Choose the type Upload policy

   

3. Add any details to the policy drawer, such as name and description
4. Navigate to the integrations tab on the right-hand side of the policy drawer and select the SharePoint integration.

5. In SharePoint, navigate to the policy file, open the more actions menu and select Copy link. This copies the direct link to the file.

6. Return to the policy in Complyance, paste the link into the file link field, and select Link.

7. Assign the policy owner and approver, and fill in any additional custom fields.

You can now make edits to your policy in SharePoint, and send it for approval in Complyance without having ti re-upload the policy.

Day-to-day workflow

Once a policy is linked, all drafting and review work happens in SharePoint. Complyance manages approval, acknowledgements and version control.

Drafting and editing a policy

1. Open the policy in Complyance and click the SharePoint link in the Details tab. The file opens directly in SharePoint.

   

2. Make the required edits in SharePoint. Changes are saved automatically and reflected on the live SharePoint link.

Submitting the policy for approval

1. Click the blue Send for approval button in the policy drawer.

   

2. The approver will receive a notification that they have been sent a policy to approve. They can open the link to the SharePoint document and leave comments for the policy owner to make changes to the policy.
3. Once all comments have been resolved in SharePoint, the approver can return to the policy in Complyance and approve the policy.

4. The policy status updates from Awaiting approval to Approved and then Complyance locks the policy as a point-in-time version.

   

Policy Versioning

The integration uses one persistent SharePoint link per policy. Complyance controls whether that link is live (editable) or locked (a fixed snapshot) based on the policy status.

Creating a new version (for example, annual review)

1. Open the approved policy in Complyance.

2. Select Create new version in the top right-hand corner of the policy drawer. The SharePoint link becomes live again and any edits you have made to the policy throughout the year will automatically show.

   

3. Edit the policy in SharePoint, gather reviewer feedback, and resolve comments.
4. Submit the new version for approval.
5. Once approved, the previous version is automatically retired and the new version becomes the official policy.

Still have questions? Reach out to our support team via the Support Center for assistance - we're happy to help!