Managing Documents

You can create new internal standards, policies, and procedures that your organization will follow. These documents can be configured to include various sections in a layout that meet your organization's needs. If you would like to create a new policy using a template from the gallery, see Using the Policy Gallery.

Note:

The following permissions help restrict document access for Owners, Approvers, and users with custom roles:

  • View all org policies

  • View all org procedures

  • View all org standards

Users granted these permissions can view all organization-wide policies, procedures, and standards. Users without these permissions will only see documents where they are specifically assigned as one of the following:

  • Owner

  • Approver

  • Workflow stage approver

  • Privacy notice creator

To create new custom documents

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. Click the Create button.

    The creation modal appears.

  3. Select the Create Custom option and click the Next button.

    The Input Document Details screen appears.

  4. Complete the fields. For more information, see Input Document Details Screen Reference.
  5. Click the Create button.

    The Details screen appears for the newly created standard, policy, or procedure.

    To build your organization's document, see Building and Editing a Document.

Input Document Details Screen Reference



Field
Description
Document Name

Enter the name of the new standard, policy, or procedure.

Description

Enter a brief description of the document.

Managing Organization

Select the name of the organization responsible for the document.

Default Language

Select the default language of the document.

Document Owners

Select the owner(s) for the standard, policy, or procedure.

Note:

If a document has multiple owners and one owner is deactivated, email notifications sent to policy owners will continue to list all owners in the email template, including the deactivated user. Once the deactivated user is manually removed from the document and emails are triggered again, the inactive user will no longer appear in the email template.

Document Approvers

Select the approver(s) for the standard, policy, or procedure.

Effective Date

Select an effective date for the document.

Expiration Date

Select an expiration date for the document.

To export documents as a PDF

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. Hover over the document you want to export and click the Context Menu icon.
    Note:

    You cannot export documents without a published version.

  3. On the Context menu, select Export published document as PDF.
    The Export modal appears.

  4. Configure the export naming convention and click the Export button.

    The Report download modal appears.

  5. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon button.
  6. Click the Notifications icon.
    The Notifications popover appears.

  7. Click the export in the popover to download the exported report.
    Note:

    The PDF export will include a OneTrust branded logo unless you have uploaded your own Header Image. If you would like to remove the OneTrust branded logo from your reports, see To configure report settings.

To export the document list screen to Excel

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. On the document list screen, click the Context Menu icon in the screen header and select Export.

    The Report download modal appears.

  3. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon button.
  4. Click the Notifications icon button.  popover appears.

    The Notifications popover appears.

  5. Click the export link in the popover to download the exported report.

To change document workflows

You can change the workflow of a single document or multiple documents directly from the Standards, Policies, or Procedures list screens.

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. On the document list screen, click the checkbox for the document(s) you would like to update.


  3. Click the Context Menu icon.
  4. On the Context menu, select Change Workflow.
    The Change Workflow modal appears.

    Field
    Description
    Workflows

    Select the workflow in which you'd like these documents to utilize moving forward.

    Workflow Stage

    Select the specific workflow stage within the workflow that you would like the documents to move.

  5. Complete the required fields.
  6. Click the Change Workflow button to change the current workflow and workflow stage of the document(s) selected.