To create and publish policies, a user must have one of the following permissions in Holocentric Connect:
- Policy editing
- Model Administration
- Administration
System administrators can change permissions for users by going to People > Users.
This article includes the following topics:
1. Add new Policy |
1.1 Access the Policies tab and click Add New Policy. The release management workflow appears. Click OK to start editing.
1.2 Complete all the relevant sections in the overview.
Note: above screenshot only showcases selection of fields, more available on scroll.
Field |
Description |
|
Policy name |
This is shown as the title of the policy. |
|
Description |
Overview of the policy such as background and/or purpose |
|
External reference identifier |
An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional. |
| External source link | The source internet URL if linked from an external system |
| Related Documents | Documents that are related to the policy. |
| Related Stakeholders | Positions that are stakeholders to this policy. |
| Governing Obligations | Obligations that influence or govern this policy. |
|
Governing Regulations |
Regulations that influence or govern this policy. |
| Applicable Processes | Processes that this policy applies to |
|
Summary |
A short description of the policy that appears in the Browse subtab. |
|
Roles this is relevant to |
The work roles and people to which the policy is related (e.g. Procurement Analyst) |
|
Category |
The relevant policy group. |
| Required reading (for customers with Attestation only) | Tick this box to make this item required reading for all roles to which the item is relevant. |
| Related regulations | Link to regulations including the legislation and standards governing the policy. |
| Keywords for 'Search' | Keywords that, when searched in Holocentric Connect, will make the item come up in search results. |
| Remove from view | Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:
|
1.3 Add content to your policy by creating and writing policy sections. You can edit the section number, title, and order.
1.4 When you have finished editing click Save to commit the changes and click Finish All Editing.
1.5 A release management workflow appears. Write a summary of what you added to the policy and click Finish All Editing to move to the approval stage.
2. Approve and publish a new Policy |
2.1 Click Approval. A dropdown menu appears. You can approve the policy or you can revert it if you want to make further changes to your content.
2.2 You can edit your summary of what additions you made. You also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to continue to the publication stage. Once approved, the policy is marked ‘Ready to Publish’.
Note: As with other aspects of web app content, you can edit version control information for policies, processes, documents and work instructions using the Version subtab.
TIP: If the new policy is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes.
2.3 To proceed with publication, click Publishing and Publish Immediately.
When you confirm publication, the release management workflow appears. You have the option to edit the summary of the changes that you have made. Click Continue.
2.4 The release label and notes window appears. Write official release notes for the new policy. You can edit the release notes later if required.
Field |
Description |
|
Label this release |
The official name of this release. |
|
Release notes |
Details about what updates you have made. |
|
Post a news item about this when the items are published |
If selected, you can post a news item on the Home tab to notify users about your content changes. |
|
News item title |
Title of the news item that will appear in the Home tab. |
|
News message |
The message that will appear under the news item title. |
|
Include link in release summary |
If selected, this option will allow you to include a link to the release notes for the item. |
|
Email all users when this News Item is published |
If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day. |
2.5 Click Publish to officially release the new policy. It will now be visible to all web app users in your organisation.