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Create and publish new policy - Knowledgebase / Manage Content - Holocentric Connect

Create and publish new policy

Create and publish new policy

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
  2. Approve and publish new policy

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.  

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1.2 Complete all the relevant sections in the overview.  

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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. 

Related RegulationsRegulations that are related to the policy.
Related ProcessesProcesses that are related to the policy. 

Related documents

Documents that are related to the policy.

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 regulationsLink 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 viewTick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will: 
  • not shown in lists
  • not shown as a related item on any other items. 
  • not accessible by URL (will show item not found message)
  • not shown in any downloadable report. 

1.3 Add content to your policy by creating and writing policy sections. You can edit the section number, title and order.  

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1.4 When you have finished editing click Save to commit the changes and click Finish All Editing.  

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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.

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2. Approve and publish 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.  

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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. 

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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.

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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.  

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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.

END