Download a policy as Word or PDF

A policy or a procedure can be downloaded as Word (.docx) or as PDF, to give to someone who has no access to Jira, to have it reviewed or to keep it. Both formats are in both editions, and without an active licence: it is a read.

Download#

Screenshot to come

1. Open the policy in the Policies screen; in the drawer, the "Download a copy" section holds two buttons.
2. Click "Download as Word" or "Download as PDF". The message "Preparing the file…" shows, then "The Word file is ready" (or "PDF").
3. The file is named title-without-accents-vN.docx (or .pdf): the policy's title without accents or symbols, then its version number.

Who can do it: anyone who can read policies (the read right of the Policies domain), so the reader as well as the compliance manager.

The file holds the text shown in the drawer: the version in force of an approved policy, or the text being written while no version is approved. The text of a revision not yet approved is not in this file.

What the file contains#

• A cover page: the type (Policy, Procedure, Standard), the title, then the version, the status, the owner, the approver, the approval date, the next review and the short fingerprint of the approved text. What the app does not know is written "Not set". The owner and the approver are named on it (their name in Jira): the copy that leaves the app contains those two names.
• The text: headings, paragraphs, lists (up to three levels), tables, bold, italic and code. A link keeps its words and loses its address: nothing is clickable.
• Flowcharts: the drawing (an image), its title, then "Text form", the numbered list of its steps. If the browser cannot make the image, the file keeps the text form alone: it stays complete.
• A footer on every page: "Version n · status · fingerprint" and "Page x / y". A "Document generated on …" line gives the day of the download.
• The document's language, not the screen's: a policy text written in English gives an English file (cover page included), even if you read the app in French. The person who reads the copy is not the person who clicked.

The file is built in your browser. It goes to no server and not to the AI assistant.

The limits of the PDF#

The PDF uses the standard Helvetica font, which covers accented Latin letters, French quotation marks, €, … and dashes. The characters it lacks (Arabic, Chinese, emoji, some symbols) are replaced by ¤, and the button says so: "2 characters outside the PDF alphabet were replaced by ¤. The Word file keeps every character". A few signs have an equivalent: → becomes ->, ≥ becomes >=. If your text contains characters outside this alphabet, take the Word file.

What the log keeps#

Each download adds a "Policy downloaded" line to the log, with the policy, the version and the format. Never the content. The line is written before the file is handed over: if the log does not answer, no file is handed over ("The download could not be noted in the log: no file was handed over. Try again."). The server refuses a version that is neither the one in force nor the one being written.

Good to know. If you start two downloads a few seconds apart, the browser may hold the second one and ask you to allow multiple downloads. Allow them, or start the second one on its own.

The PDF of approved policies, in the audit pack#

Edition: Advanced The audit pack contains a politiques/ folder with the PDF of each approved policy and procedure, at the version in force when the pack is generated. A draft, a version awaiting approval, an unapproved revision and a retired policy are not in it.

• Each PDF has its line and its SHA-256 fingerprint in manifeste.json, which also says politiques: "incluses" and the number of files. The LISEZMOI.txt mentions it.
• Two policies with the same title and the same version get a number after the name.
• The PDF is made like the drawer's, in the language of each policy.
• An account that can export the log but cannot read the policies gets a pack that says so ("non lues", with the reason); any other failure to read the policies stops the pack.
• With no approved policy or procedure, the pack has no policy file, and the LISEZMOI.txt says so.

The names of the files and the keys of the manifest are in French, as in the rest of the pack.

What the app does not do#

• It does not send the file: handing it over is up to you.
• It does not sign the file. The fingerprint lets you compare the copy with the text approved in the app; it does not replace a signature.
• It does not follow what happens to the copy once downloaded.