This article will help you understand how to update policy information and assign audience groups in Policy Management when the No approval workflow is enabled. This is useful when you need to quickly adjust policy details, reassign visibility, or keep policy metadata up to date for your users.
You will need access to the Management Console and the Policy domain where the policy resides.
What This Means
Updating policy information refers to changing the details displayed to users, such as the title, scope, category, or description. Assigning audience groups determines which users can access the policy. These updates do not require an approval workflow when the No approval setting is enabled, allowing you to publish changes instantly.
How to Access the Policy
You should:
Go to Policy Management
Select Search
Locate the relevant policy using the available search options
Select the policy to open it
Once opened, go to the Information tab to view all editable fields.
Policy Information Settings
You can update any of the following fields and select Update policy information once you're ready to save.
Settings Table
Setting | Description |
Title | Add or edit the policy title. |
Scope | Choose Global, Local, or Local variation of a global policy. |
Status | Live – the policy is visible to users. Suspended – remains assigned but hidden. |
Domain | Select the correct domain for the policy. |
Keywords (optional) | Add search‑friendly keywords. |
Description (optional) | Displays to users on the left panel when a policy opens. |
Category | The section where the policy will appear on the home page (e.g. Human Resources). |
Sub‑category | A more specific grouping within the main category (e.g. Recruitment). |
Policy Set | Groups related policies together for users. |
New Policy Set | Use when several policies should appear together in a specific order. |
Audience Groups | Add or remove one or more audience groups that should have access. |
Related Policies (optional) | Link one or more policies that users may also need to view. |
Policy Document PDF | Upload the PDF version of your policy. |
Word Version (if required) | Upload the Word version depending on your organisation’s setup. |
Assigning Audience Groups
Under Audience Groups, you can:
Search or scroll through the list of available audience groups
Select one or more groups by clicking them
Remove a group by clicking it again or selecting the 'x' next to its name
Policies can have multiple audience groups if more than one population needs access.
Adding Related Policies
If you want to guide users to supporting or connected documents:
Open the Related Policies field
Search or scroll for the policy you want to link
Select one or more related policies
Remove any policy by clicking it again or pressing the 'x'
Uploading Policy Documents
You should upload:
The PDF version of your policy
And, if required by your organisation, the Word version
This ensures the correct document format is available for publishing and audit purposes.
Tips
Check keywords to help users find your policy more easily
Keep descriptions short and helpful to guide user understanding
Group related policies to improve navigation and reduce confusion
Review audience groups regularly to ensure the right users have access
Limitations
If your organisation requires dual upload (PDF and Word), failing to upload both will prevent completion
Some settings may not be editable depending on role-based permissions
Changes made under No approval are published immediately, so review carefully before saving
Conclusion
You now know how to update policy details and assign audience groups when the No approval setting is enabled. If you need further assistance, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].