Screen reference
Policies
The text in force, the revision in progress, the approval and the acknowledgements of each policy.
What the screen is for
The app's read-and-accept records are the only source of the acknowledgements that People and training also reads.
States: Draft, In approval, In force, Review due, Review overdue, Expired, Retired.
Who can do what
| Action | Reader | Compliance manager | Jira administrator |
|---|---|---|---|
| Read policies, accept those addressed to you | yes, those in force and addressed to you | all | all |
| Create, edit, submit, revise, retire | no | yes | yes |
| Approve, send back to draft, mark as reviewed | no | yes, if designated approver | same |
| Download as Word or PDF | yes | yes | yes |
| Ask the assistant for a proposal Edition: Advanced | no | yes | yes |
Step by step
Write and get approved
- "New policy": choose a template (written in French and English) or a blank page. The template is copied; the policy does not follow it afterwards. Title, type of document (policy, procedure or standard), language, text, review interval (30 to 1,095 days, one year by default), optional expiry. The text is written section by section, with flowcharts for a procedure: see Write a policy or a procedure by sections and Procedure flowcharts.
- Choose the audience: everyone, or named people, and whether a read acknowledgement is requested.
- Name the owner (you by default) and the approver: without a designated approver, you cannot submit.
- "Submit for approval". The approver reads the text and clicks "Approve". The policy is "In force", with the version, the approver, the date and a fingerprint of the approved text.
- If the approver is also the owner or the person who submitted, the server refuses, except for an administrator (Administrator role or Jira administrator). The policy then carries the note "Approved by its own owner or by the person who submitted it: the separation of duties is not ensured, and the auditor will see it."
Revise a policy in force
"Start a revision" opens a new version without touching the version in force, which keeps its text and acknowledgements until the revision is approved. Approving a revision restarts the acknowledgements. Earlier versions stay under "Previous versions".
Read and accept
Under "To read and accept", the policies in force awaiting your agreement. In the drawer, read the text, tick "I have read version N of this policy and accept it", then "Read and accept". If a newer version was approved while you read, the page rereads: read the new version before accepting.
Download a copy
In the drawer, "Download as Word" and "Download as PDF" give the displayed version as a file, with a cover page and the fingerprint at the foot of every page. Each download is a line of the log. See Download a policy as Word or PDF.
Review
"Mark as read again" records a review without change: the next review restarts from today. "Retire the policy" takes it out of force, stops the acknowledgements and abandons the revision in progress.
Known limits
- The linked Confluence page is only a link: the app neither reads nor writes it.
- The app does not say a policy complies with a standard: it keeps the text, the approval and the acknowledgements.
- The full text of each version is kept in the app (60,000 characters at most per version).
- An unsaved draft is kept in your browser, not in the app.
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