Clicking on the Live tab of a Policy record will open the page shown below.
From here you can issue the Policy to users within Arctick; this will send the users a request for them to read the Policy Document and then confirm their readership. To select users, click on the Select Recipients field and begin to type in the name of a user; this will generate a dropdown menu from which you can select the recipient. As well as selecting individual users you can also select a Team to issue the Policy to; this will send a readership request to every user linked to this team. If a user has been added to the list both individually and as part of the chosen team, they will only be sent one request for readership. A list of all recipients will be displayed under the Select Recipients box, an example is shown below.
If a user has been added to the list of recipients by mistake they can be removed by using the Delete button next to the required name.
Once you have selected all of the required recipients you will be able to select a due date for when the users must have read the Policy by; simply click on the calendar icon under Due Date and select the appropriate date. You also have the option to add a message; this message will be displayed on the readership request notification in addition to a standard message.
When you have completed the form click on the Issue button to send the readership requests; you must confirm the action before the request is sent to the users. After issuing the Policy only users with the role of Policy Owner, a user who has been requested to review the Policy, and the selected recipients will be able to view the Policy record. For information on how to confirm readership see General.
After the readership request has been sent you can monitor the results using a number of reports. For more information on this function see Reports and Policy Overdue Users.
Review Live Policy
Once a Policy reaches its review date a notification will be sent to the Policy Owner to inform them of this. As the Policy Owner you will then have two options; if the Policy needs to be updated you can check out the Policy and follow the review process until it is once again ready to be published, alternatively if the Policy doesn't need to be updated you can mark it as reviewed and set a new review date.
To update the Policy, click on Return to Draft; once you have confirmed the action the Policy will be available to check out and update. The Policy will then follow the same review process as when creating a new Policy; for more information on this process see Edit and Review. Whilst the Policy is under review users who have been granted access will still be able to access the Live version of the Policy.
To mark the Policy as reviewed click on the Mark as Reviewed button; after confirming the action the date on which the Policy was reviewed will be recorded in the General tab of the Policy record. You can then set a new review date by selecting a new date from the Review Date calendar, and then clicking on the Set Review Date button. A new review date can be set at any time using this button. This may be useful if for example, an Incident occurs that requires you to review the Policy much sooner than originally planned.
During the review process you may decide that a Policy is no longer relevant and should be Archived. To Archive a Policy, click on the Archive button, found in the Functional Buttons in the top right corner of the screen.
Once a Policy has been Archived you will no longer be able to edit it and it will be hidden from view in the Policy Console. A Policy can be Archived at any point; if the Policy is under review at the point of Archiving all requests to review the Policy will be cancelled, likewise if the Policy has been published all requests to read the Policy will also be cancelled. To Unarchive a Policy, click on the Unarchive Policy button.
Following this action, the Policy will once again become available for all users who could previously view the Policy. However, any requests for reviews or readership will not be reinstated and so must be rescheduled if they are still required.