Manage Policies

Last updated Oct 6, 2026

This guide explains how to manage your organization's policies, including creating, editing, publishing, and archiving them. Policies are essential for maintaining governance, risk, and compliance (GRC) standards within your organization. This feature provides robust version control, approval workflows, and even AI-powered assistance to help you maintain accurate and compliant documentation.

You can manage policies and their versions, ensuring that your organization's guidelines are always up-to-date and accessible.

Key Concepts

Before you begin, it's helpful to understand a few key terms:

Policy: A formal document outlining rules, guidelines, or principles that govern actions within your organization. Examples include an "Information Security Policy" or a "Data Privacy Policy."
Policy Version: A specific iteration or snapshot of a policy at a given point in time. This allows you to track changes and revert to previous states if needed.
Draft Version: A policy version that is currently under development or review. It is not yet published or active and can be freely edited.
Published Version: A policy version that has been finalized, approved, and made available for organizational use. Once published, its content is generally immutable.
Active Version: Among the published versions, one is designated as the "active" version. This is the official and currently enforced policy that users should refer to.
Pending Approval Version: A draft version that has been submitted for review by designated approvers. It cannot be published or become active until it receives approval.

Managing Policies

This section covers the fundamental operations for handling your policies.

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View Policy Versions
To see all the different iterations of a policy:
1. Go to the detail page of the policy you are interested in.
2. Navigate to the "Versions" tab or section.
3. A list of all policy versions will be displayed, typically in descending order from newest to oldest, along with their status (Draft, Published, Active, Pending Approval).
Create a New Policy Version (Draft)
When you need to make changes to a policy, you should create a new draft version.
1. From the policy's detail page, go to the "Versions" tab.
2. Click the "Create New Version" button.
3. This will typically create a new draft based on the content of the current active version, or you might have an option to base it on another existing version.
4. The new draft version will now be available for editing.
Update Policy Version Content
You can modify the content of a draft policy version.
1. From the policy's detail page, go to the "Versions" tab.
2. Select the draft version you wish to edit.
3. Open the version for editing (e.g., by clicking an "Edit Content" button).
4. Make your desired changes to the policy content.
5. Save your changes.
Important
You can only update the content of draft versions. Published and pending approval versions are immutable and cannot be directly edited. If you need to change a published policy, you must create a new draft version.
Delete a Policy Version
You can remove draft versions that are no longer needed.
1. From the policy's detail page, go to the "Versions" tab.
2. Locate the draft version you want to delete.
3. Click the "Delete" button (often a trash can icon) next to that version.
4. Confirm your decision when prompted.
Important
Only draft versions can be deleted. Published and pending approval versions cannot be deleted to maintain historical integrity.
Publish a Policy Version
Once a draft version is complete and reviewed, you can publish it.
1. From the policy's detail page, go to the "Versions" tab.
2. Select the draft version you want to publish.
3. Click the "Publish" button.
4. You may be asked to confirm or provide a brief description of the changes.
5. After publishing, the version will become a "Published" version and can optionally be set as the "Active" version.
Set an Active Policy Version
To make a published version the official, currently enforced policy:
1. From the policy's detail page, go to the "Versions" tab.
2. Locate the published version you want to make active.
3. Click the "Set as Active" button or option next to that version.
4. Confirm your choice. The selected version will now be marked as the "Active" policy.
Submit a Version for Approval
If your organization uses an approval workflow, you can submit a draft for review.
1. From the policy's detail page, go to the "Versions" tab.
2. Select the draft version you wish to submit for approval.
3. Click the "Submit for Approval" button.
4. You may be prompted to add comments for the approvers.
5. The version's status will change to "Pending Approval," and it will be sent to the designated approvers.

Manage Policies

Key Concepts

Managing Policies

View All Policies

View a Specific Policy

Create a New Policy

Update Policy Details

Delete a Policy

Managing Policy Versions

View Policy Versions

Create a New Policy Version (Draft)

Update Policy Version Content

Delete a Policy Version

Publish a Policy Version

Set an Active Policy Version

Submit a Version for Approval

AI-Powered Policy Assistance

Chat with AI about a Policy

Downloading Policies

Download All Published Policies