You can add new policies to your portal using the Policy Management tools in the Management Console. If your organisation records approval details manually, you must ensure that your Policy Hub approval mode is set to Record approvers manually. This guide walks you through the steps and provides clear definitions for each field you will complete when adding a new policy.
PDF format requirements for Aida indexing
To make sure Aida can correctly index, search and retrieve information from your policy documents:
All PDFs must be text-based, not scanned or image-based.
Text must be selectable, not embedded within an image.
Scanned or image-only PDFs cannot be indexed and may result in missing or inaccessible content.
Adding a new policy
Go to Management Console.
Select Policy Management.
Click Add policy.
Complete the policy information fields as described below.
Select Add Policy to save.
Policy field definitions
Field | Definition |
Title | Enter the title of the policy. |
Scope | Choose whether the policy is Global, Local, or a Local variation of a global policy. |
Domain | Select the domain where the policy belongs. |
Keywords (optional) | Add search terms to help users find the policy more easily. |
Description (optional) | A short description that appears on the left-hand side when the policy is opened. |
Category | The category where the policy will appear, such as Human Resources. |
Sub-category | The sub-category where the policy will appear, for example: Category - Human Resources; Sub-category - Recruitment. |
Policy Set | Used to group related policies together under the same heading for end users. |
New Policy Set | Create a new set if you want several related policies to appear in a specific order (for example: Global AML Policy; Additional AML Policy for US; Sanctions Policy). |
Audience Groups | Select one or more user groups who should have access to the policy. Add or remove groups by clicking items in the list. |
Related Policies (optional) | Link other relevant policies. Add or remove items by clicking them. |
Document Version number | Enter the version number of the policy. |
Release notes (optional) | Add any notes relevant to this version, its launch or assignment. |
Approvers (email list) | Enter the email address of the person who approved the policy. |
Approval date | Enter the date when the policy was approved. |
Policy Document PDF | Upload the PDF file of the policy. It must be text-based for Aida indexing. |
Word document (if required) | Depending on your setup, you may also be asked to upload the Word version. |
Next steps
After adding your policy, you can continue to configure:
Conclusion
You have now learned how to add a new policy when recording approvers manually, including how to complete each field and prepare your document for Aida indexing. If you need help or have questions about any part of this process, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].