Reviewing policies
Organizations review their policies periodically to ensure that they are accurate and address any new processes. To help you manage your policy reviews, Hyperproof tracks the Next version date for each policy and uses that date to generate review reminders for the policy owner.
When policy owners receive a review notification, they can begin the review process by adding a new policy version with a document or file to be reviewed by a group of stakeholders. During the review process, the effective policy version continues to be used until the new version is reviewed and approved.
To start a new policy review:
From the left menu, select Policies.
Select the policy where you want to add a new or updated version of your policy document.
The Details tab displays.
Click +New version.
The Create policy version window displays.
Select the Create / Review tab and complete the following fields:
Note
The Create / Review option displays only when no policy versions are in the Draft or Approval stage.
Version ID - This field is required and must be unique within the selected policy. A version ID might be a version number or a year, such as Ver-1 or 2025, with a maximum field length of 12 characters.
Stage - Select Draft if the version is still in the creation and review process, or select Approval if the policy version is complete but awaiting approval.
Click Create.
Select the Versions tab.
Select the new version in the Version drop-down field.
Select the policy file from one of the following:
My Computer - To select a file on your computer, click My Computer and browse for the file you need.
Paste an image - Select this option to use a screenshot as your policy file. Take a screenshot (Cmd-Shift-5 on Mac, Shift-S on Windows), copy it to the clipboard, and then paste it in Hyperproof. Chrome users may need to allow this functionality. If prompted by the browser, refresh the page after clicking Allow.
Paste a link - Select this option to use a website URL as your policy file. The page's URL and title are displayed in the document viewer. The URL is added to the Published URL field on the Versions tab.
Cloud storage integration - To use a file stored in an integration, such as Google Drive, select the integration’s icon from the Add integration section in the bottom-left corner. Optionally, turn on LiveSync to automatically keep your file up to date.
Click Add.
The policy file displays.
Provide stakeholders access to the policy or file being reviewed.
When the final draft is ready for approval, return to the Versions tab for the policy.
Select the draft version in the Version drop-down.
In the Stage field, select one of the following:
Approval - Change the stage to Approval to go through the approval process, generate approval proof, and automatically attach that proof to this version of the policy.
Effective - Change the stage to Effective if the version of the policy document has already been approved. Selecting Effective for the policy version in review moves the current effective version to Retired.