Policies- Uploading a Document

Overview

This article outlines the process for uploading policies using the Policy Uploader. This feature can be used to upload documents in the following formats: Text (txt.), PDF (pdf.), and Word (doc. docx.). The uploader supports documents up to 50MB.

Steps to Upload a Policy Document

1. Navigate to the Policies Module (Click on Policies on the left-hand navigation bar)
2. Click on the “Add New” button located in the upper right-hand corner of the Policies module, then select the Upload option.
3. Choose the file to upload. Ensure the file is one of the accepted formats: Text (txt.), PDF (pdf.) , or Word (doc. Docx.). Documents up to 50MB are supported.
4. Before/After selecting the file, enter the following information:
   • Document Name: Add the title for the document
     • The Title will automatically inherit the existing title, if none is provided before the file is selected
   • Tags: Add any relevant tags to help categorize the document.
   • Document Category: Select the desired category for the document.
         * IMPORTANT: These fields can be updated/changed after initial upload, if needed. 
5. Review the Draft
   • Once the document is uploaded, it will be in a Draft state and may be reviewed before Activating the document. Fields on the right-hand side and title (above) can be altered and adjusted as needed.
   • Please note that Uploaded Documents cannot be edited directly within The Guard. To "edit" an existing uploaded document, a new Version must be uploaded. 
6. Uploading a New Version
   • To make changes to an uploaded document, use the option in the upper right-hand corner to “Upload New Version.”
     
   • When uploading a new version, additional details about the changes made to the document can be specified in the Comment text field. 
   • If the new Version of the document incorporates an major change/revision, the Change Type box may be selected - this will increment the Version Number by 1:
     • Minor Changes: Version 1.1, 1.2, etc - The number AFTER the decimal indicates a minor change
     • Major Changes: Version 1.0, 2.0, 3.0 - The number BEFORE the decimal indicates a major change
   • If the document is assigned for Attestation, another checkbox will be visible that may be selected at this time, if the update requires Employees to Re-Attest to the document. 
7. Adopting the Policy
   • After completing review, select the green “Adopt” button in the upper right-hand corner
   • The Document will now be located under the Adopted tab

Once a Document/Policy has been successfully Adopted/Activated, then it can be assigned for Attestation, just like other Policies and Documents in this module. For guidance on setting up Attestation, please see the following Knowledge Base Article: Policies - How to Assign for Attestation