While PolicyStat provides the convenience of anywhere, anytime access to policies, having a local copy of the policies can be beneficial and provide peace of mind for a power or Internet outage.
PolicyStat makes it easy to convert and download PDF backups of all your policies. The simple interactive tutorial below provides simple steps to create a backup.
Download a PDF Backup (01:46)
Files Won't Open?
After the zipped folder has been downloaded, you may encounter an error message preventing the file from being extracted and opened. This results from a limitation by Microsoft related to the name of the file and file path (e.g. - C:\Documents\MyFolder...) length. Microsoft Windows limits the number of characters in the name of the file and file path to a maximum of 260 characters.
To resolve the issue without modifying names, download a third party file archiver software. PolicyStat recommends downloading the free software 7-Zip to extract the files. Please consult your local IT department if administrator permissions are required to download software.
For additional guidance and answers to some frequently asked questions, see this article.
PolicyStat Backup Service
Don't want to mess with running PDF backups? PolicyStat offers a backup service to customers. Email firstname.lastname@example.org for more information or to get started now!
Download a PDF Backup
- Click the Admin tab to view the Administrator Menu.
- Locate Download a PDF Backup under the Reports column.
If desired, backup all policies within the site by clicking the Generate button (7). By default, all policies generated by PDF backup will contain a watermark identifying it as a "COPY" (3).
As generating a back up all policies can be time and resource exhaustive, filters can be used to adjust the number of policies included in the PDF backup.
- Areas: Narrow the number of policies being backed up by entering the name of Areas to produce backups only from those Areas.
A quick disclaimer that some terms may differ for your location, but the concepts are universal. An Area may be known as Policy Area, Department, Category, or another term on your PolicyStat site.
- Changes Since: Entering a date in this field is required. If the date of onboarding with PolicyStat is known, that can be entered here. If not, pick any additional historical date. The number of policies being backed up can also be narrowed by only generating backups for policies that have been changed since a more recent date, especially if a copy of all policies are saved (e.g. - a second or third backup).
- Show Watermark: By default, all backups contain a watermark designating them as a copy. To remove this watermark, uncheck the box.
- Restricted Documents: By default, all restricted documents are included in a backup. To exclude them, check the box.
- Include Attachments: By default, policies being backed up will also include any attachments. If no attachments are needed, uncheck the box.
- All Policy Versions: By default, only the latest version of the policy is generated in the backup. To include all versions of the policy, check this box.
- Generate: Click the Generate button to begin the process.
- After the PDF backups are generated, the final step is to download the compiled file by clicking the Download Here link on the output screen.
- From the pop- up screen, choose the Save File radio button (8) and click the OK button (9).
- Choose a location to save the file, and it to an easy to find location. The files will save as a single zip file. This concludes the backup. To view the individual files, extract and save them.
- Right click on the zip file (1) and click Extract All... (2) from the menu.
- Choose a location for extraction (3), then click the Extract button (4).
- The PDF files can be opened directly from the extracted location.
This article applies to the following user roles: