Edit a policy

Learn how to edit a draft or published policy.

As long as you have organisation manager permissions, you can edit a draft policy as often as you need before publishing it. You can also edit a published policy as many times as needed to reflect changes in your policy over time. 

How to continue editing a draft policy

Steps

1. Go to Policies in the top navigation bar of the manager portal, then go to Your Policy Library in the left sidebar menu.
2. Choose one of the following options:
   1. Hover over the policy you would like to continue editing, then click Continue Editing.
   2. Click the title of the policy you would like to continue editing, then in the upper right of the policy item details page, click Continue Editing.  
3. Click Change File to replace your policy file with another from your computer, or click Next to continue.   
4. Edit the overview information, or click Next to continue:
   1. Title - edit the name of the policy.
   2. (Optional) Item ID - edit a set of letters and/or numbers to uniquely identify the policy.
   3. (Optional) Description - edit a few sentences to describe the policy to other users in the manager portal.
5. Add or remove tags for related job roles, standards and topics, or click Next to continue:
   1. (Optional) Relevant Job Roles - edit the job roles the policy is tagged to, so users can locate it more easily in My Organisation.
   2. (Optional) Relevant Standards - edit the standards the policy is tagged to, so you can report against these standards, and so users can locate it more easily in My Organisation.
   3. (Optional) Relevant Topics - edit the topics the policy is tagged to, so users can locate it more easily in My Organisation.
6. Modify when the policy needs to be reviewed by, or click Next to continue:
   1. (Optional) Review Due By - enter the date by which the policy should be reviewed for currency.
7. Attach one or more additional documents to the policy, or click Next to continue. 

   Tip: If you accidentally attach the wrong additional document, choose which one you would like to remove, then click Remove. 

8. Add any internal notes, then click Done to continue: 
   1. (Optional) Internal Notes - include any comments you want others to see in the manager portal when viewing the first version of the policy.
9. Click Done, then Publish if you would like to publish the policy now. Otherwise, click Save as Draft if you would like to continue editing it later.

How to edit a published policy

Steps

1. Go to Policies in the top navigation bar of the manager portal, then go to Your Policy Library in the left sidebar menu.
2. Choose one of the following options:
   1. Hover over the row of the published policy you would like to edit, then click Edit.
   2. Click the title of the published policy you would like to edit, then in the upper right of the policy item details page, click Edit. 
3. Click Change File to replace your policy file with another from your computer, or click Next to continue.   
4. Edit the overview information, or click Next to continue:
   1. Title - edit the name of the policy.
   2. (Optional) Item ID - edit a set of letters and/or numbers to uniquely identify the policy.
   3. (Optional) Description - edit a few sentences to describe the policy to other users in the manager portal.
5. Add or remove tags for related job roles, standards and topics, or click Next to continue:
   1. (Optional) Relevant Job Roles - edit the job roles the policy is tagged to, so users can locate it more easily in My Organisation.
   2. (Optional) Relevant Standards - edit the standards the policy is tagged to, so you can report against these standards, and so users can locate it more easily in My Organisation.
   3. (Optional) Relevant Topics - edit the topics the policy is tagged to, so users can locate it more easily in My Organisation.
6. Modify when the policy needs to be reviewed by, or click Next to continue:
   1. (Optional) Review Due By - enter the date by which the policy should be reviewed for currency.
7. Attach or remove additional documents from the policy, or click Next to continue. 

   Tip: If you accidentally attach the wrong additional document, choose which one you would like to remove, then click Remove. 

8. Choose how you would like to apply your changes, then click Update to publish the changes to your policy.

How your changes are applied to a published policy

When you update a published policy, this causes a new version to be created. This version is immediately visible to users in My Organisation.

At the time of updating the policy, you can attach internal notes explaining what has changed and why. These notes are visible in the policy's version history and can be used as evidence of continuous improvement. 

If any prior versions of the policy you're updating required acknowledgement, you will need to choose one of the following options for how to apply your changes: 

1. Apply changes without notifying required job roles - select this option if you would like to apply your changes without sending users with required job roles an email notification.
2. Apply changes with notification to required job roles - select this option if you would like to notify users with required job roles that the policy has been updated. 
3. Require users to re-acknowledge this policy - select this option if you would like to 
   notify users with required job roles to re-acknowledge the latest version of the policy.