Writing a policy is only half the battle; the other half is ensuring the right people can actually read it. In PolicyCo, Sharing is the mechanism you use to publish or distribute your content to the Viewer.
Think of a "Share" as the switch that turns visibility on. If a policy is not included in a Share, it will not be visible to your end users in the Viewer.
You can access this tool by clicking Home in the left sidebar and selecting Share.
How Sharing Works
A "Share" creates a bridge between your documents and your audience. You aren't just sending a file; you are defining a relationship.
A Share consists of three parts:
The Content: The specific group of policies you want to make visible.
The Audience: The specific users, entire departments, or external email addresses you want to grant access to.
The Rules: Settings that control if users can see mapped controls, download files, or when access expires .
Creating a New Share
To make your policies visible, navigate to Home > Share and click Add New.
Select Policies: Choose the documents you want to publish.
Select Recipients:
Internal: Select existing PolicyCo users or entire Departments. This is the standard way to ensure your employees see their required reading in the Viewer.
External: You can also type in the email address of an auditor, contractor, or prospective client.
Set Permissions:
Controls: Decide if the user sees the "Controls" tab (showing regulatory mappings).
Downloads: Decide if the recipient is allowed to download a PDF/DOCX copy.
Expiration: Optionally, set a date for the access to automatically turn off.
Save: Once you click save, the permissions are applied instantly.
The Recipient Experience
Once a Share is created, the system notifies your audience:
Registered Users: They will receive an email notification. More importantly, when they log in to the Viewer, the policies you shared will now appear in their list.
Unregistered Users: They receive an email invite. To access the Viewer, they will be sent a 1-time password code via email every time they log in. This ensures your sensitive data remains secure without requiring them to create a full account.
Managing Access
You can modify an active Share at any time.
Update Recipients: As your team grows, you can add new users or departments to an existing share.
Revoke Access: If you need to hide content, you can expire the share. While we don't delete the record (so you keep your audit history), clicking the Expire button immediately removes access to those documents in the Viewer.