Once a policy has been added to your Policy Hub, policy administrators can update its audience groups and determine where it will appear within the portal. This ensures that users always see the right policies in the correct categories and policy sets.
If your organisation uses the Approval Workflow, these settings can be managed after the policy has been created and is available within Policy Management.
PDF format requirements for Aida indexing
To ensure that Aida can properly index, search and retrieve information from your policy documents:
All PDF files must be text-based.
Scanned or image-based PDFs cannot be indexed and may result in inaccessible content.
Text must be selectable and not embedded as an image.
Accessing the policy
Go to Management Console.
Select Policy Management.
Click Search.
Use the search filters to locate the policy you want to update.
Select the policy to open it.
Go to the Assignment tab.
You can now update the assignment settings described below.
Assignment field definitions
Field | Definition |
Category | The main category where the policy will appear on the user's home page, for example Human Resources. |
Sub-category | The sub-section within the category where the policy will appear, for example HR - Recruitment. |
Policy Set (if applicable) | Used to group related policies under the same heading on the end-user side. |
New Policy Set (if applicable) | Create a new set if multiple policies should appear together in a specific sequence (for example: Global AML Policy; Additional AML Policy for US; Sanctions Policy). |
Position (if applicable) | Determines the order of policies within a policy set. |
Audience Groups | Select one or more audience groups that should have access to the policy. Items can be added or removed by clicking on them. |
Policies can be assigned to more than one audience group.
Updating the assignment
Complete or update the fields under the Assignment tab.
When you are ready, select Update assignment information to save your changes.
Your updates will take effect immediately and the policy will appear in the correct place for the selected audience groups.
Conclusion
You have now learned how to assign policies to categories, policy sets and audience groups when using the Approval Workflow. If you need help or something does not appear as expected, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].