When a policy is due for review or enters an Approval Workflow, changes are made through the Edit feature.
Editing a policy creates a new draft where an user with Edit permissions can modify both policy content and policy properties (e.g. Policy Owner, review dates, etc.). All historical versions of the policy are saved automatically and can be reviewed at any time by clicking the All Versions link.
Edit an Existing Policy (03:00)
Alternatives to Editing a Policy
Collaboration and Commenting Feature
When giving or receiving feedback during the review process, consider using PolicyStat's collaboration and commenting feature. All involved parties can discuss and comment on a draft. Outside user can also view and comment, but cannot make edits. For more on this process, see this article.
Minor Changes - Administrative Override
For minor changes (e.g. - typo corrections), Site Administrators can complete an Administrative Override in place of an Edit. The benefit of this feature is that it bypasses the Approval Workflow process for small changes and does not require a full review by all Approvers.
Editing With Word
For those more comfortable editing in Microsoft Word, policy drafts can be exported to and edited in Microsoft Word. When edits have been completed, the policy can be re-imported, and all changes will be tracked. For more on the process, see this article.
Editing an Existing Policy
- To make an edit to a policy, click the Edit link in the bar on the top right of the policy.
- Make edits and adjustments as needed to the policy. This can include changes to the content or the policy's properties. If desired, export the policy to Microsoft Word and replace the content when edits are complete. For more on the process, view the article here.
- Once the edits have been completed, provide details in the Summary of the Changes (1) text box to describe the changes. This will become a part of the policy's history, but also serves as a quick reference for Auditors during a review.
- When satisfied with the edits, click Start Approval Workflow (2) to start the Approval Workflow process. When the final Approver provides their approval, the policy becomes active in PolicyStat.
- If you are the first Approver in the Workflow, you will see a checkbox applied to mark your approval. If you would prefer to not mark approval just yet, be sure to de-select the checkbox.
This article applies to the following user roles: