How to Handle Policy Reviews (Without the Headache)
Keeping our policies fresh shouldn't feel like a scavenger hunt. Here's the lowdown on how to spot what needs your attention and get it across the finish line.
How do I know if a policy is due?
You don't have to go looking for trouble. The system will flag it for you. A policy is flagged as due once it is inside your organization's review window. The window is 60 days before the review date unless your organization has changed it (see "Changing your review window" below).
Check your Task List: If a policy is up for review, it'll land right on your personal dashboard automatically.
Spot the Red Label: If you're scrolling through the Policy Grid, look for the bright Red "Review" Label. It's basically the system waving a flag at you.
Changing your review window
By default, a review opens 60 days before the review date. If your reviewers need more time, anyone with permission to edit the organization profile can change it:
Go to Settings → Organization Profile.
In the Policy Options section, find Review window (days).
Type the number of days you want, for example 90, then click outside the box to save.
The new number applies to every policy in your organization. It decides when a policy is flagged as due, when the review appears in your Task List, and when someone can start and approve the review. Before that point, the policy is locked and shows "Must be within N days of review."
Review Notifications
To ensure reviews are completed on time, the system sends automated email reminders to the signing authority:
60 Days Prior: A notification is sent 60 days before the scheduled Review Date.
1 Day Before: A final reminder is sent 1 day before the Due Date.
Task List: The review task will remain visible in the signing authority's Task List until the review is officially completed.
Note: These emails go out at 60 days and 1 day no matter what your review window is set to. If you set a longer window, the review appears in your Task List before the first email arrives.
Jumping into the review
Once you open a policy that's due, look for the Review Icon in the top right (it's the little document with a checkmark).
When you click it, the screen splits: your policy stays on the left, and a dedicated Review Pane pops up on the right. This is where the magic happens.
Need to change something? Just hit the Editor Icon (the pencil), make your tweaks, and jump back into the review.
Everything look good? If it's perfect as-is, just hit that big Red "Approve Review" button in the right-hand pane.
Who can sign off?
Only the Signing Authority can officially hit the "Approve" button.
Pro-tip: Life happens. People change roles or leave the company. If the wrong person is assigned to a review, any Policy Manager can jump in and update the Signing Authority or change how often the review happens (the Review Cycle) right there in the side pane. Your review window is separate: it is set once for the whole organization in Settings.