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Edit, review and approve policy - Knowledgebase / Manage Content - Holocentric Connect

Edit, review and approve policy

Edit, review and approve policies in Holocentric Connect

To edit, review and approve policies, a user must have one of the following permissions in the Centro system:

  • Policy editing
  • Model Administration
  • Administration

System administrators can change permissions for users by going to People > Users. 

This article includes the following topics:

  1. Edit existing policy
  2. Approve updated policy 

1. Edit existing policy

1.1 Open the policy you want to edit. If the policy already has a draft version (or a version that is awaiting approval/publication) open this version to edit, not the older published version. 

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Note: If the policy is already marked 'Awaiting Approval' or 'Ready to Publish', open the policy and revert to a draft so you can edit.  

1.2 You can edit either the policy sections, overview or version control. Click through the tabs to explore your editing options.  

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When editing Overview you can:

  • edit the policy name, description (the introduction to your policy) and short summary (the text that will appear when browsing policy)
  • attach related documents
  • assign the policy to relevant roles
  • select a policy category (the group to which the policy belongs)

When editing Policy you can:

  • add a new policy section
  • edit section title, number and content
  • reorder policy sections
  • delete sections

When editing Version you can add/edit: 

  • which user approved the policy
  • the date on which the policy was approved
  • summary of previous content changes
  • the date of next review

Note: If the item is not in a draft state, click Start Editing

IMPORTANT
When the policy is in a draft or approved state (and before it is published), it will be a duplicate of the latest published version of the same policy. Until you publish the draft, you will see two different items with the same name when you view all your policies in list view. When you publish the draft, only the latest version will be available (that is, there will no longer be a duplicate).

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1.3 Click Edit and make all relevant changes.  

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1.4 When editing the Policy section, you can preview your policy by clicking View. This shows you how your policy will appear in the web app once it is published. Click Edit to return to policy editing mode. 

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1.5 When you have made all the required changes, click Finish All Editing.

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1.6 A release management workflow appears. Write a summary of what was changed and click Finish All Editing. The new policy version is now ready for approval. 

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2. Approve updated policy

2.1 To approve a new policy version click Approval. You will have the option to either approve the policy or revert it to draft. 

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2.2 Click Approve. The release management workflow appears. You can edit the summary of what was changed and 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 confirm changes.  

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TIP
If the updated 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 publish the new policy version, click Publishing. At this stage, you can still revert the policy to a draft to make further changes. When you have finished all editing, click Publish Immediately.

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2.4 When you confirm publication, a release management workflow appears. You have the option to edit the summary of what was changed. Click Continue to publish the new policy version. 

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2.5 The release label and notes window appears. Write official release notes about the new policy version. 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.


2.6 Click Publish to officially release the new policy version. It is now visible to all users. 

END