Revise and publish a policy draft
Update an existing policy draft, preserve its intended audience and publish the checked version.
Revise and publish a policy draft
Update an existing policy draft, preserve its intended audience and publish the checked version.
Before you start: Have the complete approved text, exact policy title and version, intended readers, effective date and acknowledgement decision. Confirm that any linked supporting file is accessible to those readers.
Steps
1. Open People → Policies → Company Policies and find the exact title and version. Read its current status. If the intended version is already Published, skip draft editing and publication steps 2–6 and inspect it in step 7.
2. For the intended Draft, open the row menu → Edit. Confirm the title and version. Review Assign To and the actual selected people or groups. Resolve an unverifiable recipient before saving; do not broaden the audience to work around a lookup problem.
3. Focus the Policy Content area and replace only the intended body with the complete approved text. Read both the opening and final paragraphs to check that no content was lost.
4. Compare the complete body, effective date, audience, Require acknowledgement setting and linked files. If the task is body-only, preserve the other agreed settings. Select Save once.
5. Return to the library and open the saved policy. Check its complete text. While it is still Draft, reopen Edit to check the audience and settings, then cancel the inspection unchanged.
6. When the version is ready to make available, use its row menu → Publish. Read the confirmation’s title and version, confirm publication once and check that the row is now Published. Do not repeat Publish on an already-published version.
7. Open the published policy and check its complete body and supporting file references. Use the intended reader route, Pulse → Policies, to confirm the correct version is available to that reader.
8. If acknowledgement is required, review People → Policies → Acknowledgements for the exact policy and version. Distinguish targeted receipts from distinct people and follow up only the genuinely pending readers.
Expected result
The checked policy version is published to its intended audience, with reading and acknowledgement tracked as separate outcomes.
Common pitfalls
- A linked filename does not prove reader access. Files permissions still apply.
- An old version’s acknowledgement does not establish receipt of a new version, and a receipt does not prove understanding.
- A Published row may not expose Edit. Use your supported policy-revision process instead of assuming the original draft remains editable.
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