Objective:

• To understand the option available for generating PDF copies of documents

Environment:

• PolicyStat

Additional Information:

Users can generate PDF copies of policy documents and email links to those PDFs to any other users, regardless if they have access to PolicyStat or not.

Answer:

The top right corner of any policy document features two links: Printer Friendly (1) and Email Copy (2).

Each link generates a PDF version of the file, but each function a little differently.

Printer Friendly

The Printer Friendly link opens generates a PDF version of the policy document. This PDF can be saved to your local machine and printed or distributed just the same as any other file.

By default, these PDFs will contain: 

1. A COPY watermark across the middle
   
2. A footer containing:
   1. The policy document's title
   2. Date of retrieval of the source file
   3. A link to where the original source file can be found
   4. A copyright
      
      

Printing and Saving
Typically the PDF can be printed by right-clicking while hovering over the generated PDF and saving can be done by clicking Save As from the same right-click menu or clicking the disc icon.  Depending on the application/browser you are using to view the PDF these functions may be a bit different.

Email Copy

The Email Copy link opens a new email within your local email service (e.g. - Outlook, Gmail, etc.) containing a link to the PDF version for another user to open.

The email content can be modified and customized as needed, including the recipients, but we do strongly recommend leaving the link intact to ensure the PDF will open.

NOTE: The link to the PDF will expire within 14 days of being created, or if the policy document's content is modified.

For additional policy sharing options for users with elevated permissions, see this article.

If you click the Email Copy button and no email window appears, you may need to update the default email application on your computer. To do this, go to your computer settings and change the default email application. If you are not able to modify your computer settings, for example on a workplace computer, you will need to contact your organization's IT helpdesk for assistance. 

Print with History

A PDF of of the policy can also be generated that includes the document history. To do so, click the printer icon next to the History section below the policy.

The History section will appear below the policy content in the PDF.

This article applies to the following user roles: