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Viewing policies

Roles and permissions

The following roles can view and access policies:

  • Administrators can view all policies, access policies where they are a member, and join policies if they are not a member

  • Compliance managers can view all policies and access policies where they are a member

  • Users can view all policies and access policies where they are a member

  • Limited access users can only view and access policies where they are a member

Once you have added your organization's policies, the Policies page allows you to access and manage those policies. To view the list of policies, select Policies from the left menu.

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The following options and information are available on the Policy list:

Option/Field

Definition

Policies/Archived policies menu

Toggles the list between active and archived Policies.

See Archiving and unarchiving policies.

+New button

Adds a new policy.

See Adding policies.

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Filter

Filters the list of Policies by any combination of the following:

  • ID

  • Name

  • Owner

  • Effective date

  • Next version due date

  • Next review date

  • Updated date

  • Members

Checkbox

Bulk edit options display at the top of the grid view when one or more policies are selected. See Bulk editing policies.

ID

System generated ID for the policy. This field can't be edited.

Click to open the policy.

Name

User-specified name of the policy. The Name can be edited on the policy Details page by hovering over the name and clicking the pencil icon. See Editing policy details.

Click to open the policy.

Owner

Owner and primary contact for the policy. The owner can be changed on the policy Details page or by selecting the policy checkbox and clicking Owner. By default, the owner is the Hyperproof user who added the policy. Ownership is indicated by the key icon superimposed over the user's initials.

If you deactivate the user who owns the policy, it can be reassigned to a different user during the deactivation process. See Removing a user from your organization.

Effective

Date that the effective version of the policy became effective.

Next version due

The date that the next updated version of the  policy  should be completed, including going through the review and approval processes. The manager then moves the next updated version into the Effective stage, where it becomes the effective policy version. The prior effective policy version is moved automatically to the Retired stage when a new policy version is set to Effective.

Next review

Date that the review process for the next updated version of the policy should be completed.

Draft

Indicates the status of the most recent draft of a policy document. Draft statuses for a policy document include:

  • Editing - The most recent version of the policy is in a Draft status and is being edited.

  • Approved - The most recent version of the policy has been approved.

  • Changes requested - The most recent version of the policy is in an Approval status and an approver has requested changes to the policy document.

  • Approval - The most recent version of the policy is in an Approval status and ready for review by the approvers.

  • Blank - There is an effective version of the policy and no policy versions are in a Draft or Approval status or there is no effective version of the policy and one version is in the Draft status.

Updated

Date that any property of the policy was last modified.

Controls

Number of controls linked to the policy. Click the number for a list of controls. Select a control from the list to open it.

See Linking and unlinking controls for a policy.

Issues

Number of issues linked to the policy. Click the number for a list of issues. Select an issue from the list to open it.

See Adding an issue to a policy.

Members

Facepile of members. Hover over the members to display a list. Click the pencil icon to edit the membership. Select the checkbox next to one or more policies and click Members to update the membership of multiple policies at once. Membership can also be updated by opening the policy and clicking the facepile.

See Adding a user to a policy.