You can add a last verified date to a policy if you are uploading policies for the first time or if you have been using the Policy Hub without the approval workflow while managing approvals offline. This feature helps you transition smoothly into using the built-in approval process by confirming when a policy was last approved outside the system. After you set this date, the system will automatically trigger a verification requirement based on your organisation's verification interval (default is 12 months).
This guide explains how you can add a last verified date when creating a new policy or updating an existing one.
What the Last Verified Date Does
Adding a last verified date confirms the most recent approval or verification carried out offline. Once saved, the Policy Hub will automatically mark the policy as verification required after the selected number of months. This ensures your policies continue to follow a regular review cycle even as you transition into using the approval workflow.
Adding a Last Verified Date When Creating a New Policy
Follow the steps below to upload a new policy and apply a last verified date.
Open the Management Console and go to Policy Management. Select Add Policy.
Complete the new policy form with the required details. At the bottom, you will see options to either set approvers or add a last verified date.
Select the radio button for the last verified date and choose the appropriate date. If you use this option, you cannot also choose approvers. By selecting a last verified date, you confirm the policy has already been approved offline. If you want to keep a reference to approvers, you can record their names in the release notes section.
Once uploaded, go to the Documents tab. The status should show as No approval required. A Publish Policy button will display on the same tab. Select Publish Policy. Once published, the status will change to Released, and you can assign the policy to users. The policy will be set to Verification required after the number of months defined by your organisation, counting from the last verified date you entered.
Adding a Last Verified Date When Updating an Existing Policy
If you are updating an existing policy, you can still add a last verified date as long as the policy is not already in the approval workflow.
Open the Management Console and go to Policy Management. Use the search field to find the policy you want to update. Make sure it has not already been sent for approval.
On the Documents tab, select Update Policy Document. In the pop-up form, choose the release type: Use current document.
Select the radio button next to the last verified date and choose a date. As with new policies, you cannot also select approvers when using this feature. If you want to keep a record of approvers, add them in the release notes.
Select Send current policy document. Once updated, the Documents tab will show the policy status as No approval required. Select Publish Policy. After publishing, the status will change to Released, and you can assign the policy to users. The policy will then be set to Verification required after the number of months applied by your organisation from the last verified date.
Limitations
Note:
You can only enter a date in the past.
The verification interval varies between clients. The default is 12 months, but your Customer Success Manager can adjust this if required.
Next Steps
You have now learned how to add a last verified date to new and existing policies. If you want to update your verification interval or need help with the approval workflow, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].