Policies and Documents: publish, assign and see who has read them

Policies holds company policies; Documents holds procedures, JHAs and safe work practices. Both work the same way: people are required to read and acknowledge them, and every version is logged.

Who can use it

• Workers: Policies and Documents on their personal side list what's required of them.
• Policies or Documents → Edit adds them and sets who must acknowledge. Publishing a new version also needs Publish policy documents or Publish procedure documents.

Add one

1. Admin side → Policies → Add policy → One policy, or Documents → Add document → One document.
2. Title and description. A policy has a responsible manager; a document has a document category (e.g. JHA, Rules, ECP — add categories on the Documents page).
3. Attach the file: PDF, Word or PowerPoint.
4. Choose who needs to acknowledge it, then create it.

Each one has its own page: click a row in the list. It opens on Overview, with a To fix box if the file is missing or nobody is required to sign it, and the Details (title, category or manager, how often it is reviewed, what it covers, visible to contractors). The other tabs are Document (read it in the page, upload a new version), Who it applies to (which positions must acknowledge it, and from when), Acknowledgments, Changelog and Comments.

Add many at once

Add policy (or Add document) → From files, or drop Word and PDF files anywhere on the list. Each file becomes a row: the title comes from the file name and a revision at the end of it (Rev2.1) becomes the version, and you can edit both before anything is added. One that has the same title as something already in the list is left unticked. Choose the responsible manager (policies) or the category (documents), and tick the positions that have to sign them all, then add them.

Ask someone to review it

Request a review picks a person and a due date, and becomes an action item for them. It shows in the Action Items register and in their own list, To do and bell. The Review every setting (monthly up to every 2 years, 12 months unless you change it) works out the Next review date shown on the page.

Sign off a review

The person asked opens the review in their action items. The document is shown there, with Sign off review under it. Reviewed: still right keeps the version and sets the next review (a year out unless they pick another date). Needs changes is how to say no: write why in the comment and it goes back to whoever asked for the review as a Fix action item, or to someone they pick. Only the person asked can sign, and typing their name signs it.

Every sign-off goes in the document's Changelog with the result, the typed name, the account that signed, the action item and the comment, and it cannot be changed afterwards. Each page of the document then shows a footer with the version, who signed it off and when, and the next review, on screen and in the PDF or Word download. Uploading a new version closes any open Fix action item on that document.

Publish a new version

1. Open it → Document → Replace document.
2. Pick the new file.
3. Choose Major update (a change people should know about — everyone has to acknowledge it again), Minor update (a typo fix — nobody's status changes) or set the version yourself (resets everyone, like a major update).
4. Write the reason or changes, check the review date, and Save. The version number is worked out for you, and the Changelog keeps the entry.

Acknowledging

• A worker opens it from Outstanding, reads it, ticks "I acknowledge that I have read and understood" and types their name to sign. It moves to Acknowledged.
• An outstanding one shows in their To do until it's signed.
• The Acknowledgments tab shows who has and hasn't. An admin can Mark acknowledged for someone — one who signed it on paper, say.
• A document linked on an FLHA flags anyone who hasn't read it, at sign-off.
• Visitors can be required to sign a policy or document too, from Visitor Sign-In → Documents.