---
title: "Manage Policies"
description: "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 ..."
last_updated: "2026-05-06T07:36:18.453172+00:00"
canonical_url: "https://www.doc0.dev/docs/49c89830-117b-4def-8edc-b5bcc50766e0/guide/section-3/manage-policies"
---

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.

<Steps>
<Step>
### View All Policies
To see a list of all policies within your organization:

1.  Navigate to the **Policies** section in the application.
2.  A list of all policies will be displayed, showing their names, descriptions, and current status.
</Step>

<Step>
### View a Specific Policy
To inspect the details of an individual policy:

1.  From the list of all policies, click on the **name** or **view icon** next to the policy you wish to examine.
2.  This will open the policy's detail page, where you can see its description, current active version, and a list of all its versions.
</Step>

<Step>
### Create a New Policy
To establish a new policy for your organization:

1.  On the main Policies page, click the **"Create New Policy"** button.
2.  You will be prompted to enter a **Name** for the policy and an optional **Description**.
3.  Click **"Save"** or **"Create"** to finalize the new policy.
</Step>

<Step>
### Update Policy Details
You can modify the general information of an existing policy, such as its name or description.

1.  Go to the detail page of the policy you want to update.
2.  Click the **"Edit"** button (often represented by a pencil icon) next to the policy's name or description.
3.  Make the necessary changes to the policy's **Name** or **Description**.
4.  Click **"Save Changes"** to apply your updates.
</Step>

<Step>
### Delete a Policy
You can permanently remove a policy from your system.

1.  Go to the detail page of the policy you want to delete.
2.  Look for a **"Delete Policy"** button or option (often represented by a trash can icon).
3.  Confirm your decision when prompted.

<Callout title="Warning" variant="danger">
Deleting a policy is a permanent action and cannot be undone. All associated versions and history for that policy will also be removed. Proceed with caution.
</Callout>
</Step>
</Steps>

## Managing Policy Versions

Policies evolve over time, and version management is crucial for tracking changes and maintaining historical records.

<Steps>
<Step>
### 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).
</Step>

<Step>
### 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.
</Step>

<Step>
### 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.

<Callout title="Important" variant="warning">
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.
</Callout>
</Step>

<Step>
### 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.

<Callout title="Important" variant="warning">
Only **draft** versions can be deleted. Published and pending approval versions cannot be deleted to maintain historical integrity.
</Callout>
</Step>

<Step>
### 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.
</Step>

<Step>
### 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.
</Step>

<Step>
### 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.
</Step>
</Steps>

## AI-Powered Policy Assistance

Leverage artificial intelligence to help you draft, refine, and ensure the compliance of your policies.

<Steps>
<Step>
### Chat with AI about a Policy
The AI assistant acts as an expert GRC (Governance, Risk, and Compliance) policy editor, providing suggestions and making changes based on your instructions.

1.  While editing a policy version, look for an **"AI Assistant"** or **"Chat with AI"** option.
2.  A chat interface will appear, showing the current policy content.
3.  Type your instructions or questions into the chat. For example:
    *   "Suggest improvements for GDPR compliance."
    *   "Rephrase this section to be clearer."
    *   "Add a section about data retention policies."
4.  The AI will respond with explanations and, if you ask it to make changes, will provide the **complete updated policy content** in a markdown code block.

<Callout title="Important" variant="info">
When the AI provides updated policy content, it will always include the **entire policy**, not just the changed sections. This is because the content in the `policy` code block is designed to replace the entire current policy.
</Callout>
</Step>
</Steps>

## Downloading Policies

You can download all your published policies as a single, branded PDF document.

<Steps>
<Step>
### Download All Published Policies
This feature is useful for audits, external sharing, or creating a comprehensive policy manual.

1.  Navigate to the main **Policies** section.
2.  Look for a **"Download All Policies"** or similar button.
3.  Clicking this button will generate a PDF bundle of all currently published policies, including your organization's branding.
4.  You will receive a signed URL to download the generated PDF.

<Callout title="Note" variant="info">
Only **published** policies are included in the PDF bundle. Draft or pending approval policies will not be part of the download.
</Callout>
</Step>
</Steps>

## Sitemap

See the full [sitemap](https://www.doc0.dev/docs/49c89830-117b-4def-8edc-b5bcc50766e0/llms.txt) for all pages in this wiki.