Policy publisher

Policy publisher enables you to edit policies, attach them to a future agenda for the board to review, then easily publish them while keeping version history.

Policy publisher does not edit attachments, or your published version. When publishing or attaching to  items, it will create a copy of the draft policy. If the draft is updated before the date meetings, it will give an option to update to the latest version.

Import a policy book

The policy connector add-on enables you to import a policy book from Policy Manager to Community.

1. 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, it is displayed in Community with a NEW icon next to the policy name.

2. 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.

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.

Adding a policy to agenda item workflow and approvals

1. On the agenda items page, you can re-use a draft agenda item, or create a new agenda item by selecting + Agenda Item in the top right hand corner. The Edit Agenda Item page opens.

2. When you are in the agenda item edit page, you can attach a policy by clicking in the agenda item description field, and selecting the Policy scales icon from the formatting tool bar. The Add policy to agenda item window opens.

   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.

3. Select  one or more policies to add.

4. Open the menu to select the policy or policies.

5. Select the add copy button.

   You can also add policies on directly onto the Agenda. The policy can be added in the agenda any place that an attachment can be added.

6. Select the policy icon.

7. Click to select the desired policy.

   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.

Adding 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. Click the dropdown menu to select Meeting group.

3. Click the dropdown menu to select Meeting.

4. Click the dropdown menu to select Section.

5. Click the dropdown menu to select Item.

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

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

8. Click in the agenda item title field and enter the agenda item title.

9. Click in the agenda item description field and enter and 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 the Open Draft Policy button.

4. To edit a document, select the Edit in Word button.

   The document opens in Word to edit.

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.

Undo a published policy

When using policy publisher with live meeting minutes when your board has approved your policies you can publish all the policies associated to an item that’s been approved. If there was a mistake in published you can also undo the unpublishing.

1. To publish the policy, select the policy or policies, then select Publish.

2. The Publish policy pop up window opens. Select Publish.

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

Policy compare

You can compare draft policies with previous versions.

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

2. Open the board meeting. Select a draft policy attachment.

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

4. The policy compare screen opens. 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.

5. 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 the show comparison button to see the comparison.

   • Select the close button 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. Select a version of the policy by clicking on the policy to compare.

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. Select a version of the policy by clicking on the policy to compare.

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

3. You can also view, compare, and restore policy versions.