Smartstaff
2,140
edits
Changes
m
There are two ways to activate a draft * Click the '''Activate Version''' button in the submit bar of the policy settings page.* Set an''' Effective Date''' in the future on the policy so settings page. When the selected date is reached the policy can will be enforced: automatically moved from “Draft” to “Active” status.
* Click the Activate Version button in the submit bar of the policy settings page. * Set an Effective Date in the future on the policy settings page. When the selected date is reached the policy will be automatically moved from “Draft” to “Active” status. <u>'''Note:'''</u> A policy must be in “Active” status, have an '''Effective Date ''' set in the past, and be attached to a collection point before the policy will be enforced at the collection point defined.
In some scenarios, it may be advantageous to force users to re-accept the same policy after a set interval of time. For example, users may need to re-accept a policy on an annual basis. Instead of creating a new version of the policy each year, you can set an Enforcement Interval to automatically force the re-acceptance of a policy. For example, if users need to re-accept a policy on an annual basis, go to Global Settings > Security tab > Privacy and Security Policies > Edit the desired policy > Under Enforcement Interval, select “Annual”. Currently, policies can be enforced periodically on an annual, quarterly, monthly, weekly, or daily basis.
Once a policy enters “Active” status, no changes can be made to the content within policy sections. If changes are needed, a new version of the policy must be created. To make changes to an existing policy, follow these steps: # Go to '''Global Settings ''' > '''Security ''' tab > '''Privacy and Security Policies ''' > Edit the desired policy > Click the '''New Version ''' button in the submit bar. # An alert will display warning you that a new version of this policy will be created in “Draft” status. Once the new version is activated, it will replace the previous version. Click “Yes” to proceed. # A new version of the policy will be created in “Draft” status. Make the necessary changes to this version. # Once you are happy with the changes, click the '''Activate Version ''' button in the submit bar to replace the previous version.
An expired policy will no longer be enforced but may be activated again in the future. Acceptance data for an expired policy will still be available. For compliance reasons, there is no option to completely delete a policy.
To create language translations of a policy, follow these steps:
→Viewing Policy Acceptance
==Activating a Draft Policy==
When a new policy or a new version of a policy is created, it is automatically set to “Draft” status.
There are two ways to activate a draft policy so the policy can be enforced:
==Periodically Enforcing an Active Policy==
In some scenarios, it may be advantageous to force users to re-accept the same policy after a set interval of time. For example, users may need to re-accept a policy on an annual basis. Instead of creating a new version of the policy each year, you can set an '''Enforcement Interval''' to automatically force the re-acceptance of a policy. For example, if users need to re-accept a policy on an annual basis, go to '''Global Settings''' > '''Security''' tab > '''Privacy and Security Policies''' > Edit the desired policy > Under '''Enforcement Interval''', select “Annual”. Currently, policies can be enforced periodically on an annual, quarterly, monthly, weekly, or daily basis.
<u>'''Note:'''</u> The enforcement interval '''Enforcement Interval''' only applies to policies attached to login pages.
==Editing an Active Policy==
Once a policy enters “Active” status, no changes can be made to the content within policy sections. If changes are needed, a new version of the policy must be created. To make changes to an existing policy, follow these steps:
<u>'''Note:'''</u> Previous policy versions will continue to be enforced until a new version is moved to “Active” status.
==Expiring a Policy==
An expired policy will no longer be enforced but may be activated again in the future. Acceptance data for an expired policy will still be available. For compliance reasons, there is no option to completely delete a policy.
To retire an active policy, go to '''Global Settings ''' > '''Security ''' tab > '''Privacy and Security Policies ''' > Edit the desired policy > Click the '''Expire Version ''' button in the submit bar.
==Creating Language Translations==
To create language translations of a policy, follow these steps:
# Go to '''Global Settings ''' > '''Security ''' tab > '''Privacy and Security Policies ''' > Edit the desired policy > Click the “Policies Translation Settings” button in the top action bar.# Select the target language under the '''Language ''' dropdown.# Enter a translated title inside the '''Name ''' field.# Click '''Save'''. # Exit the translation modal and click the “Policy Builder” link in the left-navigation bar.
# Edit the desired policy section by clicking the pencil icon.
# Click the “Policies Section Translation Settings” button at the top of the modal window. # Enter the relevant translated text and click '''Save'''.
# Continue to add text translations to the remaining policy sections.
==Viewing Policy Acceptance==
User acceptance logs can be accessed in three ways:
# Users can view a list of accepted or acknowledged policies by clicking on the lock icon labeled "Privacy & Security" in the global header. This list view displays the collection point, version, and the date when the policy was accepted. Additionally, users can open a PDF to view the contents of the policy as it was at the time of acceptance. Depending on configuration an administrator could emulate a user to see what that user accepted.
# Administrators can see who has accepted any policy, and when, by navigating to '''Menu Icon ''' > '''Global Settings ''' > '''Security ''' tab > '''Privacy and Security Policies ''' > Edit the desired policy > click on “User Logs” in the left navigation. Here you will see a list view of all users that have accepted a policy, along with pertinent information, and a PDF of what the policy contained at the time of acceptance. A search is also available to easily find users by name or email. # Administrators can see a list of all accepted policies by navigating to '''Menu Icon ''' > '''Global Settings ''' > '''Security tab t'''ab > '''Privacy and Security Policies ''' > '''User Logs ''' tab.