Policy publisher

Policy publisher is an add-on and requires a separate purchase. It enables you to edit policies, attach them to a future agenda for the board to review, then easily publish them while keeping version history.

When adding policies to upcoming meetings, use Policy Publisher to easily add copies of published or draft versions. If the draft is updated before the meeting, you'll see an option to update to the latest version. After the meeting, any updates to the draft will no longer appear but is included in an attached copy, keeping your agenda attachment history intact. This ensures that the version review during the meeting remains for the record.

Add a section

1. On the left navigation menu, from Policies, select Policy Book.

2. On the Policy Book page, select NEW SECTION.

3. In the Create new section dialog box, enter the following details:

   • Code – Enter a code. This is an optional field.

   • Name – Enter a name for the section.

4. Select Create.

Add a policy

1. On the left navigation menu, from Policies, select Policy Book.

2. On the Policy Book page, select NEW POLICY.

3. In the Create new policy dialog box, enter the following details:

   • Code – Enter a code. This is an optional field.

   • Name – Enter a name for the policy.

4. Select Create.

Add a policy to agenda item workflow and approvals

1. From the left navigation menu, select Agenda items.

2. On the Agenda items page, select + Agenda Item to create an agenda item or open an existing item.

   The Edit agenda item page opens. For more information, go to Agenda items.

3. Select the Agenda item description field and select the Add policy icon . You can also add policies directly onto the agenda. You can add a policy to any field that can incorporate attachments.

   The Add policy to agenda item window opens.

   Note

   • If you have editing access to policies, you will be able to add either draft policies for board review and approval, or you can add already published policies as a reference point. If you only have viewing access, you will only be able to add published policies.

   • If you have the ability to edit draft policies you can add drafts, and if you can only view the policy book you can add references to the published policies.

4. To add a policy, complete one of the following options:

• Draft In the Draft tab, select one or more draft policies and select Add copy of draft or Add copies of draft for multiple.

• Published In the Published tab, select one or more policies and select Add copy or Add copies for multiple.

The agenda should not be changed after the meeting.

If the policy has never been published before, and therefore, doesn't have an adoption date, then selecting 'publish' will set the meeting's date as the adoption date.

If the policy had already been adopted, then selecting 'publish' will update the revised date with the meetings date.

If the policy was 'rescinded and published' from within the minutes ,it will set the meeting date as the rescinded date.

Within a policy section, if a specific policy has been rescinded, it will say rescinded next to the policy name.

Add a policy to goals

The policy can be added  any place that an attachment can be added, including goals.

1. Select the Goals section. The Edit goal page opens.

2. Select the Policy icon.

3. Click to select the desired policy.

4. On the left side in the navigation pane, select Policy Manual.

Edit a policy

To add a draft policy, you must have permission to edit a policy book. For a policy editor, you can see the published policy and an edit draft. As a viewer, you can only see the published policies.

If a Policy is enabled the option to use the old agenda must be disabled.

1. Select the three dots next to the policy and select Edit Draft in Word.

2. Select the dropdown menu to select Meeting group.

3. Select the dropdown menu to select Meeting.

4. Select the dropdown menu to select Section.

5. Select the dropdown menu to select Item.

6. Select the icon to create a new agenda item.

7. Select on the attachment icon and add the attachment.

8. In the Agenda item title field, enter the agenda item title.

9. in the Agenda item description field, enter an agenda item description.

   When users have edit access, they can see the action history of each policy, including when the policy was last modified.

   When inside a policy book, select the filter icon to filter policy books by All, Published, and Unpublished.

Edit a policy manual draft

1. From the left navigation panel, select Policy Manual.

2. Select a document to edit.

3. Select Open Draft Policy.

4. To edit a document, select Open in Microsoft Word.

   The document opens in Microsoft Word in a new tab for editing.

5. Make your edits in the document.

   The document autosaves.

6. Select the back button to return.

Rename, publish, or delete a policy section

1. To rename the policy, select the three dots on the right of the policy and select Rename.

2. To publish the renamed section name, select the three dots on the right of the policy and select Publish section name.

3. Select the dropdown arrow next to the Policy Section to expand the policy and see the policies inside.

4. Select the filter to sort the policies by All, Published, or Unpublished.

5. Select Upload to upload a policy.

6. To delete a policy section, select the three dots on the right of the policy and select Delete. This will delete the section and all policies in that section.

7. To restore section or a policy that was sent to the recycle bin, select Policy navigation on the left side of the page, then select Recycle Bin, then select the section or document you wish to restore.

8. To add the last reviewed or next review date, select the Open Draft Policy button and enter the Last Reviewed or Next Review date in the fields.

Publish a policy

When using the Policy Publisher with live meeting minutes, you can publish all policies associated with an item that has received board approval. If there's a mistake in the published content, you can undo the publication.

1. To publish the policy, select one or more policies and select Publish.

   The Publish policy window opens.

2. Select Publish.

3. After the policy is published, select the Undo link at the bottom of the screen to cancel the publication.

After you publish a policy, it appears on the public site. In the Search tab on the public site, you can search all published policies.

Policy compare

You can compare draft policies with previous versions.

1. Select the policy draft that you want to compare and select Update.

2. Open the board meeting.

3. Select a draft policy attachment.

4. Select the policy compare icon at the top of the policy.

   The Policy compare screen opens.

5. Select the policy you want to compare.

   The policy compare screen opens. The bottom version is the current published version. Each time a draft is added for a reading, the draft is added above the current version.

6. Do one of the following:

   • Select the Show/Hide icon to show or hide the changes list.

   • Select the Full screen icon to see the policy compare in full screen mode.

   • Select Show Comparison to see the comparison.

   • Select the Close icon to close the comparison and return to the policy.

Policy compare on the timeline

You can compare draft policies with previous versions on your timeline.

1. Open the policy you want to compare.

2. To compare versions, select a version of the policy.

All the semantic changes that were made to the policy are recorded.

Policy compare in Activity

You can compare draft policies with previous versions in Activity.

1. Open the policy you want to compare.

2. To compare versions, select the Options icon beside a version of the policy and select Compare with this version.

   All the semantic changes that were made to the policy are recorded. You can see who performed an action, and the date and time.

   You can also view and restore policy versions.

Import a policy book

If your organization has subscribed to one of Diligent Policy Partners then you may have the policy connector enabled. You can import a policy book from your policy partner to Community and receive updates.

1. In the policy details page that appears, select IMPORT BOOK.

   The book is imported and the list of policies are displayed on the details page.

2. From the left navigation, select Policies, and then select the policy book that you want to import.

   When a new policy is published in Policy Manager, Community displays NEW next to the policy name.

   If it is an update to an existing policy, Community displays NEW TEMPLATE next to the policy name.