When you make a major update to a policy, you may need all employees assigned to that policy to review and attest to the latest version, even if they have previously completed the attestation. The approval workflow includes an option to reset completed training records, ensuring that everyone sees and attests to the newest version.
This guide explains how to upload a new version of a policy and reset training records using the approval workflow.
What a Reset Means
Resetting training records clears existing completions for the selected policy. Assigned users will be notified that they must complete the attestation again, and they will receive a new deadline based on the timeframe set in the Attestation tab.
Instructions on how to upload and reset
Open the policy you want to update
Go to Management console > Policy Management. Use the search bar to locate the policy, then select the title to open it for editing.
Check the policy status
If the policy status is Requires verification, Requires approval or Released, you must progress through the necessary steps in the workflow. Upload the new document version and obtain approval where required. Once the workflow steps are completed, the option to reset training records will become available.
Publish the new version
If the policy status is Ready for release, go to the Documents tab and select Publish.
Upde Policy Document
In the pop up, select upload new document or use current document, make sure the update type is set to New version. Complete the required fields and upload the new policy document.
If there are completed training records available to reset, the option Reset completed training records? will be active once you publish the policy. If there are no completed records, this field will be disabled and you will see a message confirming that there is nothing to reset.
Confirm the reset
Select Publish. A confirmation pop up will show how many completed training records will be reset. Select OK to continue.
What happens next
Once records are reset, invite and reminder emails will be generated automatically. Users will receive a deadline based on the initial deadline period set in the Attestation tab.
If you need help sending invitation emails, refer to the article on Sending invitation emails. Your Customer Success Manager can assist if you need help with permissions.
Tips
Check the status of the policy before beginning. The reset option only appears after the workflow steps are completed.
Review the Attestation settings in advance to ensure the correct deadline is applied when records are reset.
Conclusion
You have now updated your policy, published a new version and reset any completed training records so users can attest again. If you need assistance, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].