An Obligation outlines a commitment that an organisation needs to fulfill to be compliant with one or more Directive, Rule, Legislation or Policy. Obligations can be used to distill this commitment by outlining the course of action taken to achieve compliance. They can be linked to other artefacts including Processes, Regulation and Policies.
This help article is split into four sections:
1. Add an Obligation |
1.1 Access the Governance tab and click Add New Obligation. The release management workflow appears. Click OK to start editing.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
1.2 Complete all the relevant sections in the overview.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
Field |
Description |
| Obligation Name | This is the title for this Obligation |
| Description | Overview of the Obligation |
| External reference identifier | Code or reference to this Obligation, if it is in an external system |
| External source link | Source Internet URL |
| Related Stakeholders | Positions that are stakeholders to the Obligation |
| Governing Regulations | Any regulations that this Obligation addresses |
| Applicable Policies | Any policies that this Obligation applies to |
| Applicable Processes | Any processes that this Obligation applies to |
| Keyword 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 Click Save to commit changes. Your new Obligation will be saved as a draft. We recommend that if you intend to make any changes, do so when the Obligation is in a draft state. Move to the approval stage after you have made all intended changes.
2. Edit an Obligation |
2.1 Access the Governance tab and click the Obligations subtab.
2.2 Click on the Obligation you wish to edit and Open .
Please note: published versions can not be edited if a draft version is currently in progress. Edits will need to be done to the draft version.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
2.3 When open, click Start Editing to activate edit mode. If the Obligation is already marked 'Awaiting Approval' or 'Ready to Publish', open the Obligation details and revert it to a draft.
2.4 Once changes have been made, click Save. The Obligation will remain in draft.
2.5 If all changes have been made, click Finish All Editing.
A release management workflow appears. Write a summary of what you intend to change, you will be able to edit this summary later if needed.
2.6 Click Finish All Editing to commit all changes. Your Obligation has now been submitted for approval.
3. Approve and Publish the Obligation |
3.1 Obligations that have been submitted for approval will be marked as 'Awaiting Approval'. Click the Approval drop-down to view your options. You can revert the document to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.
3.2 A release management workflow appears. You have the option to select who approved the item, the date on which it was approved as well as the next review date. If required, edit your summary and click Approve to move to the publishing stage. Your Obligation is now marked ‘Ready to Publish’.
3.3 Click Publishing to view your options. You can revert the Obligation to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes.
Note: You cannot edit older versions of the Obligation once the latest version is published.
3.4 A release management workflow appears. If required, edit your summary and click Continue to move to the next stage.
3.5 The release notes window appears. Write official release notes about the new Obligation. 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 the 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. |
3.6 Click Publish to officially release the Obligation. You will receive confirmation when the item is published. It is now visible to all users.
4. Delete Obligation |
Obligation deletion within release management will be subject to a workflow similar to that which determines content editing and creation. Follow the steps below to delete a document from your web app.
IMPORTANT: Once approved and confirmed, all deletions are permanent.
4.1 Click the Governance tab and access the Obligations subtab.
4.2 Click on the item you want to delete and click Delete.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
IMPORTANT: If the Obligation is in a draft state (i.e. marked 'Draft', 'Awaiting Approval' or 'Ready to Publish'), clicking Delete will remove it without activating the deletion workflow.
You will not be able to delete a published version of a document if it has a newer copy that is:
- in a draft state
- awaiting approval
- marked as ‘ready to publish’
- already marked for deletion.
4.3 A release management workflow appears. Give a summary of why you are deleting the Obligation and click OK. Your item will now be marked ‘Awaiting delete approval’.
4.4 To approve the item for deletion, click on the item in the list, and click Open.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
4.5 Click Approval to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Approve Deletion.
4.6 A release management workflow will appear. You also have the option to select who approved the deletion and the date on which it was approved. Edit your summary (if required) and click Approve.
4.7 When you have approved the deletion, you can permanently delete your item. The item will be marked ‘Delete on Publish’. Click Open Details again.
4.8 Click Publishing to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Delete Immediately.
4.9 A release management workflow will appear. Edit your summary (if required) and click Continue.
4.10 Click Publish to permanently delete the item.