- To understand where policies are in the review process
Owners, Area Managers, and Site Administrators receive notifications when documents they are responsible for approaching the designated review date both through notification emails and the Policies Due for Review Report.
A Quick View report is located on the Home tab of a user's PolicyStat page and provides a quick look at any policies coming due for review in the next 90 days. The highlights are explained in Figure 1. A more comprehensive view report which displays additional details is explained in Figure 2.
- Due Date: These rows provide a quick overview of all policies the user is responsible for, and during which 30-day time frame they will be coming due for review or if they are past due for review.
- Title: These cells display the title of the first of up to the first five policies. Clicking the title opens the policy in the Edit view from which changes can be made or a review can be started. To view a broader view, click the report header (6) to view all policies currently coming due for review.
- Area: The Area for the policy being displayed. This may be referred to as Policy Area, Department, Category, or another term. For more on Areas, see this article.
- Applicability: For PolicyStat customers who are part of a network with multiple PolicyStat websites, this identifies which location it applies to.
- Next Review: This notes the month and year when the next review is due to take place by.
- Report Header: Clicking the header provides a more comprehensive view of the policies coming due for review (Figure 2).
- CSV Report: Clicking this icon anywhere it is located throughout PolicyStat will create a CSV report of the information that can be opened and printed through a spreadsheet program like Microsoft Excel. For more on CSV reports, see this article.
- Title: The title of the policy.
Clicking the title opens creates a new draft version. Within the draft, make edits or start the review.
- Preview: A preview of the content.
- Area (Category): The Area assigned to the policy.
NOTE: This may be labeled as Policy Area, Department, Category, or another term based upon local settings and preferences.
- Applicability (OPTIONAL): For PolicyStat customers who are part of a network with multiple PolicyStat websites, this reflects the applicability group the policy applies to. For more on Applicability groups, see this article.
- Owner: The assigned user responsible for the policy.
NOTE: This may be labeled as Author, Responsible Party, or other term based upon local settings and preferences.
- Next Review: The month and year when a review is next due. The specific review date of the month will be displayed in the policy header.
NOTE: This may be labeled as Expiration, Review, or another term based upon local settings and preferences.
- Check Policies to Start Review Process: When multiple policies are selected using the checkboxes (8), click this button to begin the Bulk Start Review process. This is typically used when no changes will be required and provide a way to quickly start the review. For more on Bulk Start Review, see this article.
Reviewing a Policy:
Making Changes/Starting the Review
Editing a policy requires making a new draft that will proceed through the workflow. To make a draft, find and click the Review/Edit button or click the title to :
With the policy open in the Active or Pending views, click Review/Edit on the blue toolbar.
From the Report view, click the policy's title. This will open in the Edit view.
No Changes / Changes complete: What to do next?
- With the draft view open (see steps above) scroll to the bottom of the policy.
- Enter feedback describing any changes (NOTE: This becomes part of the historical record for the policy) and click Start Approval Workflow.
Where does a document go after it is started into approval?
Once a document is pending approval it will be accessed via the Pending Approval link on the right side of the PolicyStat homepage.
Personal Email Reminder to Review
- Start at the PolicyStat Home tab.
- Click All Policies Requiring Approval under the Policy Management column.
- Locate the policy and the next Approver.
- Click the envelope next to the name of the next Approver.
- An email will open within your local email client. Either send the form message as is, or customize it to include a personal message. The Approver will receive an email from you in place of from PolicyStat.
If customizing the message, be sure to leave the link to the policy. Clicking this link will direct the Approver to the appropriate policy and allow them to review.
Pending Policies on the Same Step for 30 Days or More
(Owner / Site Admin Only)
Default Email Notification Setting: ON
When Is It Sent?
First Monday of each month
What does the notification mean?
You receive this email if any policies that you own have remained on the same step on an Approval Workflow for at least 30 days.
This article applies to the following user roles: