Staff Policies

Created by Harrigan Phillips, Modified on Fri, 6 Jan, 2023 at 1:57 PM by Harrigan Phillips

You can upload Policy documents to Databridge for Staff to see, download and accept/agree to. This lets you not only store your Policies in a central place for all Staff but also audit who has viewed which policies and accepted them.

TABLE OF CONTENTS

Locating Staff Policies
Adding a new Policy
Policy Tools
Managing Policy Standard Values
Staff Policies Widgets

Locating Staff Policies

Navigate to Staff -> Policies in the left hand navigation menu. This will display a screen of existing Policies uploaded to Databridge.

Certain Policies can be locked for viewing so that only selected groups can view and accept them.

Adding a new Policy

From the Policies page, in the right hand bar click Add Policy and a modal will appear asking you to enter the following information:

Field Name	Description
Category	This dropdown allows you to set what category that this Policy will be listed under. Used for filtering and security purposes. The list of available Categories can be changed in Administration -> Standard Values
Append to Existing Policy?	If a policy is a sub-set or appendix of an existing policy, this dropdown will list all previous Policies that have been created, so you can select which Policy to link to
Related URL (Optional)	Allows a URL to be appended to the Policy which can then be viewed by Staff opening the Policy. Useful if Staff members will need a URL link alongside the document or relates to governmental/external documentation
Audit Policy for User to View and Agree	If ticked the Policy will require a user to agree to the policy as well as being able to view it. This allows you to audit the Staff that have not yet agreed to the Policy. This option is ticked by default
File Upload / Document Table	Here you can add one or multiple Policies to be uploaded. You must choose a file on your system and then click Upload for it to be uploaded to Databridge. Any Documents uploaded will then be listed beneath the Upload button whereby you can change the Title accordingly
Policy Limiting	Policies can be limited to only be viewed by certain Security groups. These groups are defined on the right hand side of the modal. If none are ticked then the uploaded Policies will be accessible to all Staff. If a group or groups are selected then only the Staff in those groups will be able to view them

When you have finished uploading your Policies, click on Save and they will appear in the list automatically. Any Staff related to the Policy will receive an email if the setting for this has been switched on in Administration -> Policies.

Policy Tools

When navigating to the Policies area to view or edit Policies, you will see 5 icons on the same row as each Policy in the table:

If a Policy needs to be Accepted this button will show up. Click this and a pop up will show with a View Document button that allows you to view this document before you can accept it. Once the Document has been viewed and read, click Accept Policy.

Once this has been done the button will change to the above. This means that the document can be downloaded as needed without the need to Accept the Policy again.

Clicking this will allow you to lock the Policy to certain Security groups. Simply select which groups you would like to lock it to from the list in the pop up that appears and click Save. Only those with a relevant permission can see this.

This is the Audit Log for Staff Policies. A modal will appear displaying the relevant Staff members that can see this policy. It will display in the following way:

The Department the staff member is in
Date Seen will display the date they clicked on the above tick icon
Date Viewed Document will display the date they clicked on View Document to download the Policy itself
They will display in red if they have NOT clicked Accept Policy
They will display in green if they have clicked Accept Policy

Note:
You can apply the permission 'Staff - View Policy Audits' to give users the ability to view any Staff policy audits, but not give them write/edit access to policies.

Managing Policy Standard Values

Adding Policy Categories

Policies can be added under certain categories, these categories are Standard Values and can be added, removed or edited.

To manage these navigate to Administration -> Standard Values. In the Staff Values area find Policy Categories. From here you can use the Add Value button to add new values. These values will show up in the Category Filter on the Staff Policies page as well as the Add New Policy modal.

Editing the Policies System Label

As with many Headings in Databridge, the word 'Policies' itself is a System Label that can be edited to be whatever is desired.

To update or change this, navigate to Administration -> Standard Values. in the Defaults area find System Labels click the Staff tab and scroll down to Policies. Overwrite or edit the current value in this text box and click Save. Throughout the system the word Policies when referred to in the Staff Policies capacity will now be changed to this label.

Staff Policies Widgets

There are currently two Staff Policies Widgets that can be added to the dashboard (via Dashboard -> Add Widget) and these are Staff - Recent Policy Additions and Staff - Policies Audit.

Staff - Recent Policy Additions

This Widget will display the most recently added Policies applicable to the Staff viewing the widget. Policy documents can only be viewed here, accepting of Policies must be done via the Staff Policies section within Databridge as described previously in this article.

Staff - Policies Audit

This widget displays a list of Staff members and whether they have viewed and or accepted Policies. You can use the dropdown boxes to find specific Policies and it will display in the Staff List whether or not they have yet viewed and or accepted them.