Adding a last verified date to a policy

This feature is useful if you are uploading your policies for the first time or have been using the Skillcast policy hub without using the approval workflow but have been managing this process offline. The purpose of using this feature is to make onboarding or starting to use the approval process an easier transition,

By adding a last verified date to an existing or new policy this will confirm the date the policy last approved/verified outside of the Skillcast application and will trigger the verification process 12 months* after the date that has been added.
Below are instructions on how to utalise this feature.

Adding a new policy

1. Click on management console and then Policy management. Click on Add Policy

2. Fill out the new policy form with all the correct details. At the bottom of the form you will have the option to add approvers OR add a last verified date. More details about the form can be found here. Adding new policies when using the Approval workflow setting

3. Choose the radio button next to the last verified date field and choose a date. You will not also be able to choose approvers as well using this feature. By selecting the last verifed date you are confirming the policy has already been approved offline. If you want to keep a note of the approvers you can add these to the release notes.

4. Once uploaded the document tab should show the status of the policy to be 'No approval required'. On the same tab a publish policy button should appear. Click the publish policy button and the status should update to released and you will be able to assign the policy to users. The policy status will then set to verification required 12* months after the date you have entered as the last verified date.

Updating an existing policy

1. Click on management console and then Policy management. Use the search field to look for a policy you want to update. Ensure that the policy is not already been sent for approval.

2. On the documents tab click on the update policy document button, in the pop up form choose the release type: Use current document.

3.Choose the radio button next to the last verified date field and choose a date. You will not also be able to choose approvers as well using this feature. By selecting the last verifed date you are confirming the policy has already been approved offline. If you want to keep a note of the approvers you can add these to the release notes.

4. Click send current policy document and once updated the document tab should show the status of the policy to be 'No approval required'. On the same tab a publish policy button should appear. Click the publish policy button and the status should update to released and you will be able to assign the policy to users. The policy status will then set to verification required 12 months* after the date you have entered as the last verified date.

*You will only be able to add a date in the past and the number of months for the verification interval can vary between clients, although the default is 12 months. Speak to your customer success manager if you want to update this to an to another period in months.