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Editing policy details

Roles and permissions

The following roles can edit policy details:

Administrators with manager or contributor permissions for the policy.
Compliance managers with manager or contributor permissions for the policy.
Users with manager or contributor permissions for the policy.

Use the policy Details tab to view and update properties for a policy. Click on a field to modify its contents. Some fields only display during a specific stage in the policy life-cycle. Certain fields, such as ID, can't be modified. Hover over the field you want to modify and click the pencil icon.

Note

The fields you can edit vary depending on your role and the permissions you have been assigned.

Section/Field	Description
Facepile	Users who are members of the policy.
Tasks	Opens the Tasks panel where you can view existing tasks or add new tasks for the selected policy. See Creating a task.
Activity Feed	Opens the Activity Feed for the selected policy. See Communicating via the Activity Feed.
Policy
ID	System generated ID for the policy. This field can't be edited.
Policy name	User-specified name for the policy. The name must be unique. Individual versions within the policy are identified by a unique Version ID.
Description	User-specified description of the policy. This field is optional.
Owner	This person owns the policy and is designated by the key icon in the facepile. By default, this is the user who created the policy. Click in the Owner field to select a new owner for this policy. See Changing a policy owner.
Effective
Quick view of the current, approved, effective policy version.
Add effective policy	Click this link to add an existing approved policy document to the policy. This field only displays when there is no effective policy document or version associated with the policy.
Version ID	User-specified ID of the effective version of the policy set when the version was added. This field can't be edited.
Effective	Date that this version of the policy became effective. This field can't be edited.
Next version	Date when this version of the policy should be replaced with a new updated version. Click to change the date. The date field is highlighted in red if the review is past due.
Approved	Date when this version of the policy was approved. This field can't be edited.
Approvers	Users who approved this version of the policy. This field can't be edited.
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.
Operating
Indicates how the organization is operating in accordance with the policy.
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. To add or remove controls, go to the Controls tab for the 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. To add issues, go to the Issues tab for the policy.
Create / Review
Quick view of the version in the update, review, and approval cycle.
+ New version	Add a new version to the policy to begin the review and approval process. This field only displays when no version is in the Draft or Approval stage. See Adding a policy version and Managing policy life cycle.
Next review	Date when the next update, review, and approval cycle should begin. Click to change the date. This field only displays when there is no version in the Draft or Approval stage.
Version ID	User-specified ID of the policy version set when a new draft version is added. This field can't be edited.
Stage	Indicates the current stage of the version in the policy life-cycle. See Managing policy life cycle. Stages include: Draft - The version contains a policy document that is being updated and is receiving feedback from stakeholders prior to final approval. Stakeholders collaborate on the document outside of Hyperproof in a document system such as Google Docs or Microsoft SharePoint. There can only be one policy version in the Draft/Approval stage at any given time. The Draft or Approval stage displays on the Details tab in the Create/Review panel. Approval - The selected approvers are reviewing the policy document for approval. A separate state indicates whether approval has been granted or not. If all approvers mark the version as Approved, then the state is Approved and the version can be moved to the Effective stage. If any approvers set their approval to Request changes, then the state is 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. There can only be one policy version in the Draft/Approval stage at any given time. The Draft or Approval stage displays on the Details tab in the Create/Review panel. Effective - The new version of the policy is now the policy that is in effect until the next review cycle. There can only be one policy version in the Effective stage at any given time. When a new version is made effective, the prior, effective version is automatically moved to the retired list. Information about the current effective version displays on the Details tab in the Effective panel. Retired - A formerly effective version that is now retired. A list of retired versions displays at the bottom of the Details tab for a policy.
Approvals due	Indicates when the approvers should complete the approval process. This field displays when the next version of the policy document is in the Approval stage.
Approvers	Lists the users assigned to approve this document. This field displays when the next version of the policy document is in the Approval stage.
Approval ID	This is the system-generated ID for the approval associated with the policy document version currently under review. The approval ID represents the collection of approval tasks where each approval task is assigned to a separate reviewer. This field displays when the next version of the policy document is in the Approval stage.
Approval state	Indicates the status of the parent approval task. This field displays when a version of the policy document is in the Approval stage. Statuses include: Not started - None of the approvers has started their review. In progress—At least one approver has set the status of their approval task to In progress and started the approval process, or at least one approver has approved the document and other approvals are still pending. Approved - All approvers have approved the document. Change requested - An approver has selected Request changes for the policy document and entered a comment. See Approving or requesting a change to a policy.
% complete	The percentage of approvals completed for this version of the document. This field displays when this version of the policy document is in the Approval stage.
Retired
Lists all previously effective policy versions that are now retired but available for reference.
+ Add retired	If you are building policy history for an existing policy , use this option to add older retired versions to the policy. See Adding a retired policy version.
Version ID	ID for a retired policy version. Retired versions can be accessed from the policy Versions tab by selecting the correct version ID from the Version drop-down.
Effective	Date that this version was made the effective version of the policy.
Retired	Date that this policy version was retired. The effective version is automatically retired when a different version's stage is set to Effective.
Owner	The person who created the policy version is the Owner.

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