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Go to Compliance > Company Document Library, or yours may be labelled Policies & Procedures
You can see a List screen of all P&P's that exists in your database. You can sort by clicking on the heading you wish to sort by or search for specific types of P&P's using the Filtering Options.
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You can also view the 'Category Tree' tab which will show all P&P's and where they sit on the Category tree. The P&P's show as a 'letter' icon. To then view one of these documents, simply click on it and a new screen opens up showing you the Details tab for this P&P.
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ENTERING YOUR P&P
1) Go to Compliance > Company Document Library and select 'New' if adding a new record or, if you are updating an existing record, select it from the list.
2) Enter in the Document Name, select the Type and Group. Select the appropriate Survey Category and enter in any other necessary details and press 'Save' up the top right hand corner. We will look at Permissions and Reviews shortly.
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Upload Document
1) Once the P&P is saved, you can upload the relevant document into the ionMy database by scrolling down to "Document Review" and pressing the 'New' button.
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2) A pop up screen will display where you can enter the Version Number, and other details you may wish to record. But most importantly, you can 'Choose a File to Upload'.
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if you don't want to upload the actual document you can very cleverly 'Link' to where it already exists in your intranet or link it to an external link such as a specific Government Website where that regulation is maintained by a governing body
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VERSION CONTROL
You have the ability to record minor and major updates, new document or No Change. There is Auto sequencing on Version Numbers and the coloured highlighted area shows the latest Approved Version. This is all populated by adding in a 'New' Document Review or Editing an existing one using the same steps as above.
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REVIEW DATE/ALERT
On the Detail screen you can set a Review Period for this document and how many days PRIOR to this date should an Alert be sent.
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The alert is set up in Reminders > Setup and create (or locate if already existing) a reminder with the Event of "On Policy Last Review"
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SECURITY CONTROL
On the actual document, you can set if it is able to be viewed 'Globally' (ie.. all staff) or Confidential. To do this you tick or untick the Global box. You can also set that only a specific Org Unit can view the document.
There is the standard ionMy Menu Permissions can be set in My Settings > Menu, where User Groups can be given access to View, Add, Change, Delete documents etc.
And then there is more indepth Access that can be set in My Settings > Security > Policies tab. Here you can set if certain User Groups have full access, access only if the document is linked to their Facililty or Org Unit, or if they have NO access
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Printable Document Permissions
To enable this functionality, the first step is to select which user group(s) have the ability to print ALL company documents. This is set within Settings > Security > Groups.
If the 'Print Documents' checkbox is ticked, that user group will be able to print any document regardless of the settings at document level
If the 'Print Documents' checkbox is unticked, staff within that user group will only be able to print documents that they have been selected in at document level
Note: To not effect current work practices, the default setting has all user groups ticked in this checkbox, meaning that all users can still print company documents as is current practice.
Once this is set, you can then start editing your existing/new company documents with print permissions if you wish. This is done within the Document Revision details.
Compliance > Company Documents > Select a document > Scroll down to the Revision Table > Edit/View the current revision.
You will now see a new table in the Revision Document Details section which you can edit an uploaded file to amend who has permission to print that selected file.
You can select that the upload is printable by:
All staff
Selected staff
Selected Positions
Selected Unit and Position(s)
Not printable
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When a user previews a document from the Company Document list screen (clicking the magnifying glass) they will be able to preview the public current version upload(s) but will only be able to print if their permissions allow. The uploaded file will show as 'blue' text if printable, and 'black' text if not.
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