Creating a document

You can create a document from a template, a starter document, or from scratch. Follow the steps to create your documentation.

  1. From the Documents dropdown menu, select a type of document, for example, Policies. The list of documents for that type displays. Your organization may group documents into folders.

  2. To create a new document, select NEW in the upper right corner of the page. The Create New Document window displays.

    It consists of the following fields:

    • General
    • Access
    • Review
    • Start With
    • Standards & Regulations

  3. Enter the necessary details in the General tab. Items with an asterisk (*) are marked as mandatory.

    Field Description
    Policy Code

    This is an identifier for the document, consisting of alphanumeric and special characters, with a maximum length of 50 characters.

    Note

    The Policy Code acts only as an identifier. This value cannot be assigned or modified using the Bulk Upload Metadata utility.

    Document Name

    The name displayed in Policy Manager.

    Do not use the following characters:

    • < (less than)

    • > (greater than)

    • : (colon)

    • " (double quote)

    • / (forward slash

    • \ (backslash)

    • | (vertical bar or pipe)

    • ? (question mark)

    Owning Group

    The owning group of the policy, for example, IT.

    Owner

    The individual responsible for the document. The value for Owner must align with the owning group you entered.

    Folder

    The folder to organize the document for selection.

    Category

    The policy category.

    Sub-category

    The sub-category value must align with the category you entered.

    Language

    (Optional) For English, leave the field blank. To change the language, enter a value from the Language Values list in the Instructions tab.
    Tag Groups One or more tag groups to be used in searches for the document.
    Tags Tags are created by your organization's administrators.
    Description Summary or details about the document.
  4. Enter the necessary details in the Access tab. Items with an asterisk (*) are marked as mandatory.
    5. Field Description
    Access

    Select Publicly Accessible to allow anyone to view the document. Enter a target audience group to make the document accessible only to a specified group.

    If left blank, the document will be publicly accessible.

  5. Enter the necessary details in the Review tab. Items with an asterisk (*) are marked as mandatory.

    6. Field Description
    Review

    Set the Review Frequency for the review based on the document's business requirements.

    1. Select Only review this document when another one is published to ensures the review of another document is complete before triggering the review of this document.

    2. Select the Select Documents button.

    3. Select one or more documents as the base (parent) document.

    4. Select Confirm.

    After your changes are saved, select the Next Review date for the document to display for the review process.

  6. Select the Review Cycle tab and select the more options icon > Select Take ownership to edit the document. For more information, see Taking or releasing ownership of a task.

    You can now set up your documents review workflow cycle by selecting the Review Cycle tab. For more information, see Setting up document review cycle.

    Enter the necessary details in the Start With tab. Items with an asterisk (*) are marked as mandatory.

    7. Field Description
    Start With

    You can select a Template or select a Starter Document to import an existing file in .pdf, .doc, or .docx format to base your new document on.

    Note

    • You cannot apply a template or starter document after the document is created.

    • If you have selected a PDF format, you cannot make further edits to the document in the document editor. For more information, see Using the Document Editor.

    • If you select a Word file, it may sometimes open in the .doc format instead of .docx. The page automatically converts .doc to .docx, refreshes on its own, and redirects you to the General tab.

  7. Select Standards & Regulations tab to map your policies, and link those policies to specific regulations or requirements found in the Compliance Maps. For more information, see References and regulations.

  8. When the information is complete, select Save. The document is created.

  9. Select Take ownership to edit the document. For more information, see Taking or releasing ownership of a task.

  10. Select the Document Editor tab to add content and components. For more information, see Using the Document Editor.

Selecting a starter document in the PDF format

The Document Editor tab does not support editing documents in the PDF format. If you have selected a PDF format in the Starter Document tab, you cannot make any further changes to the document under the Document Editor tab. For more information, see Using the Document Editor.

Find and manage the document

An easy way to find the document that you created is by navigating to Documents and then search for the type of document such as Policies. Alternatively, you can select Documents >All or the type to search for the document.

Setting up document review cycle

Set up your documentation review cycle workflow to configure ownership and publish your organization or company's policies.

  1. Select the Review Cycle tab after creating your document and select the the more icon to the right of DRAFTING.
  2. Select Take ownership to edit the document. For more information, see Taking or releasing ownership of a task.

  3. Select the Document Editor tab to add content and components. See Using the Document Editor.

  4. To track where content from the document originated, see Managing cross references.

  5. If you are authoring the document with another person, you may take ownership of a task before you can edit a document. See Taking or releasing ownership of a task.

Find and manage the document

An easy way to find the document you created is, go to Documents and then type of document such as Policies. Alternatively, you can select Documents then All or the type then search for the document.

You can select any of the following for the document:

  • You can select any of the following for managing and searching the document:

    • Select to view a snapshot of document information.

    • Select to download the document as either MS Word or PDF

    • Select to move the document to another folder.

    • Select to archive the document or  unarchive the document. You can view archived documents by selecting Documents from the left menu then the Archived button.

Mark the DRAFTING phase or task as complete

  • Go to the document's Review Cycle tab, select the three dots on the right of the phase or task, then select Mark Complete. The task is marked as completed and will only reopen as part of the iterative review and approval phases.

The review cycle process continues to the next phase, where the people in the review queues revise the document. For more information, see Revising a document.