Understanding policy versions
A policy in Hyperproof contains all of the relevant data and documents for the entire life cycle of that policy, including one or more versions of the policy document. A policy version contains a single policy document and associated data.
For example, assume you have a Security policy. That policy needs to be reviewed and updated periodically. When you update that policy, you don't want to lose any historical data, so you create a new version to contain the updated policy document. In the new version, you provide any updates to the document, add approvers, and track the approval process. When the new version is approved, it becomes the effective version of the policy. The prior version is moved to the list of retired versions.
A policy version can be in one of the following policy life cycle stages:
Draft - The new version of the policy is being drafted outside of Hyperproof in a document system such as Google Docs or Microsoft Word.
Approval - The selected approvers are reviewing this version of the policy. If all approvers mark the version as Approved, it can be moved to the Effective stage. If any approvers mark the version as Change requested, the version goes back to the Draft stage for further work, and the status of any open approval tasks is set to Cancelled.
Effective - The new version of the policy is now the policy that is in effect until the next review cycle. The prior, effective version is moved to the retired list.
Retired - The former effective version is retired. This stage isn't displayed in the Edit details window but is one of the stages for a version of a policy document.
A policy version contains the following:
A version of a policy document
Current stage of the version. Stages include Draft, Approval, Effective, and Retired.
Dates that the version was created, reviewed, approved, and retired, if applicable
Proof providing evidence that the document has been approved or attesting to employee acceptance
See Adding a policy version to begin adding versions.
Policy Versions tab
On the Versions tab, you can view, upload, or link a policy document for a policy version, view details about current or past versions, and link proof to a version.
Note
The fields and options listed in the table vary depending on the stage selected.
Option/Field | Definition |
|---|---|
Zoom | Modify the zoom level for the policy document. This option only displays after a policy document has been uploaded into the selected version and shows in the Versions tab. Displays for PDF files. |
Policy document | Displays the policy for the selected version. Each version can only contain one policy document. |
Version | |
+ Add version | Opens the Create policy version window and allows you to create a new version for this policy. |
Version | ID of the selected version. Select a different version from the drop-down to view its details. |
Version created on | Date the selected version was created. |
Version created by | Name of the user who created the policy version. |
Stage | Stage of the selected version. Stages include Draft, Approval, Effective, and Retired. |
Stage changed | Date that the selected version moved to the current stage. |
Stage changed by | Name of the user that changed the stage of the selected version. |
Approval ID | ID of the approval record associated with the selected version. |
Approval state | Indicates whether the policy document for the selected version has been approved or changes have been requested. All users listed as approvers must approve the document to show the approval state as Approved. If any approver requests changes, the approval state shows as Change requested. |
Source file | |
+ Replace file | Select to upload a different policy document into this version. See Replacing a policy document. Click the drop-down arrow on the button to display more options:
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Sync now | Use the Sync now button to import an updated copy of the policy file from a cloud service such as Google Drive. This button displays when LiveSync is toggled on.
|
Published URL | This is the URL where company employees can read the effective version of the policy without logging in to Hyperproof. Click in the Published URL field to add or edit a URL. |
Share link for draft | This is the URL where team members can access the source policy document. For example, if you are editing your policy document on an external cloud-based service, such as Google Drive, the URL for that document displays here. The URL is generated when you select a document from a cloud-based service. |
File name | Name of the policy file. If you chose the Paste a Link option when adding the policy document, this field contains the information entered in the Name field when entering the URL. This field is not editable. |
File version | The number of the most recent version of the document file. Each time a new file is uploaded to the selected policy version, the File version number is incremented. If you have uploaded a policy document from an external cloud-based resource, such as Google Drive or SharePoint, and you have enabled LiveSync, Hyperproof checks for updates and increments the file version each time it uploads the latest version of the document. New versions can only be uploaded during the Draft stage. If you have enabled LiveSync, it is toggled off when the policy document moves out of the Draft stage. LiveSync refreshes the file when you open the policy version, but only if any changes are detected. See Using LiveSync. |
Last updated | Date of the last update to the document file. |
Updated by | Name of the user who last updated the policy file. |
File type | Displays the file type and type icon for the policy document or file. |
Source | Indicates the source of the policy file. This can be a file from your computer or an external cloud-based system like SharePoint. |
Size | File size of the policy document in bytes/KB/MB/GB. The maximum file size is 1GB |
LiveSync | Toggles LiveSync on and off for the policy document or file. LiveSync is automatically toggled off and locked once a policy document moves out of the Draft stage. If toggled on, LiveSync updates the selected file whenever a change is made to the source file and displays the Last sync date and time. |
Proof | |
+ Add Add supporting proof | Add proof required by your company or auditors to demonstrate that this policy version followed the necessary processes to become effective. For example, you might include proof of reviews, approvals, and employee acknowledgments. See Adding proof to a policy version. Proof of approval is added automatically when all approval tasks for the policy version are marked Approved. |
Proof | Name of the uploaded proof. |
Added on | Date the proof was added to the policy version. |
Owner | User who added the proof. |