Overview of Policy portal

If you are using Policy Manager to publish a document, it is available in the Policy portal. For more information, see Publishing a document.

Document consumers use Policy portal to locate, view, email, and download documents. The audience can include employees, vendors, or external users. Identify if the document requires login access.

Each document's General Info tab identifies whether the document is:

  • Publicly Accessible documents can be viewed by anyone on the internet who signs in to the Policy portal. This access level is useful for documents such as the organization’s mission statement or values. You must sign in to the Policy portal, but you do not need to be part of the Target Audience assigned to the document.

  • Target Audience determines who can access and protect the document. You must sign in to the Policy portal to view the documents available to your target audience.which safeguards the document. You must log into Policy portal, and they can only view documents allowed for their target audience. For more information, see Managing target audiences.

Important

Consider the confidentiality of the document when using these settings. Publicly Accessible only requires you to log into Policy portal. Target Audience requires you to log into Policy portal and be part of the Target Audience.

Using Policy portal

The Policy portal features a user-friendly, Diligent One Platform look and feel, empowered with AI-powered search tool that is designed to streamline the process of finding policy documents. Well equipped with advanced artificial intelligence, it understands your queries even if you provide incomplete or different words, synonyms or partial phrases and quickly delivers context-aware suggestions. It comes with inbuilt Diligent One Assistant feature that enables you to search with keywords or ask direct questions. It provides fast, accurate results to help you locate the information you need with ease. However, these suggestions are AI-generated and may not always be perfectly accurate, but it closely aligns with your needs and provides useful predictions based on your queries.

Key benefits:

  • One simple search tool for a smoother experience.

  • Real-time AI suggestions to guide your search.

  • Smart detection that supports synonyms and partial words.

  • Faster results to boost efficiency and confidence.

The Policy portal consists of the following components:

Field Description
All policies This field enables you to view the list of all the available policy documents.
Index This field enables you to view the list of all the available policy documents arranged in a alphabetical order from A-Z.
Search This field provides support with an AI-powered search tool to find policy documents quickly and easily. It understands your need even if you type partial words, synonyms, or incomplete phrase and offers smart suggestions to guide your search and provides fast and accurate results.
Grid view This field enables you to view the lists of available policy documents in a grid view. By default it is displayed in table view.
Sort by

This field enables you to filter your search for the policy documents based on the following components:

  • All documents

  • Most popular

  • Recently updated

  • Recently added

  • Policy code

  • Document type

  • Document category

  • Document sub category

  • Published since date
Language This field enables you to filter your search for policy documents based on different language. By default it is in English language.

Navigating to Policy portal

  1. Go to Navigating to Policy Manager.
  2. Select Policy portal from the left navigation menu.
  3. Select All Policies to see all policy documents, or Index to view them alphabetically (A–Z).
  4. Hover your cursor above a particular policy document from the list and select the more options icon.
  5. Select Download to save a policy document.
  6. Select Send email to notify you with an email confirmation.
  7. Select the document you want to view. It opens in read-only mode in your document viewer.

    It consists of the following components:

    • Two page view: View two pages at once.

    • Annotations: View the annotations to the document.

    • Present: View the document in presentation mode.

    • Document properties: View the file size, length of document, and other details.

Additionally, you can print or download the selected policy document.