Configure Common Functionality for your Users

Content

Pre-conditions
Overview
Notes

Pre-conditions

System Level Permission: 'System Administration'

Overview

Platform wide changes can be applied across several functionalities so as generally to apply it to all users.

This article focuses on configuration of the common functionalities across the platform, namely:

Notifications
Connections
Tags
Categories
Document Types

For other functionalities in the Policy Management or Policy Portal modules, please visit their respective articles:

Policy Management - Configure Document Page and Tasks for your Users
Policy Portal - Configure Policy Portal for your Users

Notifications

This section is where the default notifications are set for users not yet created.

The master toggle determines whether all ticked default notifications and toggles for future users are disabled or enabled*.

There are different groups of notification events, characterised by their module:

Policy Management Email Notifications
Policy Portal Email Notifications
System Email Notifications

Within each group, there are different event notifications, and they can have any of the following notification tickboxes:

Immediately
Digest - A group of these events are compiled and sent together in one email at a determined time interval that can be set:
- Day frequency:
  - Daily
  - Weekly
  - Bi-weekly
  - Monthly
  - Never
- Time of day (intervals of 30 minutes):
  - A user's platform timezone influences when they receive the email.

Notifications Enforcement

Danger zone: Applying enforced settings is a one-time action that overwrites the current settings for intended users.

NOTE: This action does not prohibit users from manually adjusting individual email notifications after changes are applied.

This section is where notifications can be set for a set of existing users*:

All users
Users that have not logged in before (but do exist)
Specific users
Specific user roles:
- Policy Management:
  - System Administration
  - Document Manager
- Policy Portal:
  - Portal Manager
  - Portal User
  - Portal Publisher

There are different groups of notification events, characterised by their module:

Policy Management Email Notifications
Policy Portal Email Notifications

Within each group, there are different event notifications, and they can have any of the following notification tickboxes:

Immediately
Digest - A group of these events are compiled and sent together in one email at a determined time interval that can be set:
- Day frequency:
  - Daily
  - Weekly
  - Bi-weekly
  - Monthly
  - Never
- Time of day (intervals of 30 minutes):
  - A user's platform timezone influences when they receive the email.

Connections

Data connections allow users to link documents or specific paragraphs within documents across the platform.
This creates a network of related information, making it easy to navigate and understand the interdependencies between documents or paragraphs.

The master toggle determines whether the ability to manage and view data in Policy Management, as well as view data connections in Policy Management is enabled or disabled*.

Allow to show on Policy Portal - This toggle determines whether data connections on connected published documents on the Policy Portal show for any of the linked documents when readers open them up.
Show connection panel on top of the PM document - This panel shows all document connections, so changed and ongoing, as well as the ability to create a new connection.

Consider

1. 🔥 As part of Beta Phase will be introduced only on beta and UAT environments.

2. Enabling this configuration removes all category visibility across the platform’s common section and impacts all modules. Categories will be fully hidden from document lists, columns, sidebar, search results, creation workflows, move-to-stage flows, and document/template settings.

3. Data integrity remains intact. Even when categories are hidden, all underlying category data is preserved and no data loss occurs. The operation is reversible; showing categories again restores full access to previously assigned categories.

4. 🔥 Search results will no longer display category fields when this is enabled. Hiding categories does not affect existing settings or filters, which remain active.

5. Existing documents with previously assigned categories are not reclassified or deleted when categories are hidden.

Document Types

Document Types enables you to customise the appearance and functionality of different types of documents, such as Regulations, Procedures, Policies, Standards, etc., on the platform.

You can personalise each document type with its own unique style and features, making it easy to distinguish between different types of documents.

You can decide whether the feature is completely enabled/disabled on the entire platform with the master toggle.

You can set the default Document Type selectable when a user is creating or uploading a document.

You can also rename the field "Document Type" to whatever other name if that's suitable.

There is also the ability to show or hide every Document Type (created within the Document Types tab) when a Policy Management user is creating a document.

Note:

This is enabled by default.

Lastly, there is the ability for each document type to show/hide, as well as order, its collection (pre-set group of documents that meet a set of criteria, in this case just being the specific document type) on either Policy Management or Policy Portal.

By the configuration of a document type's label and ensuring its Portal collection is enabled, its type can be easily distinguished when a user is navigating anywhere in the Portal, as well as have documents corresponding to it all neatly organized within their respective collection.

Notes

Document Activity

Connection and tag activities still show and can be exported even if their features are disabled.

Filtering Connections by Tags

Connections can still be filtered by tags even if the tags feature is disabled.

System Emails

Even if the master toggle for either the Notification or Notification Enforcements section is turned off, the following system emails will still be sent:
- Request to reset password
- Two-factor authentication security code
- User Limit
- Automation emails
- Portal Collection Subscription emails
- Request document access emails

Enforcement of Notification Settings

This operation can take several minutes.

Category Toggle

This toggle, as it's currently in its Beta Phase, will only be available in the Beta environment as well as any client's UAT environment.
- The Beta environment is an invite-only environment where an invited client user can log on and test recently developed features that are included in the near future roadmap. This is so they can provide feedback to our Product Team to help shape the direction of the Product.
  - To request access to this environment, please reach out to your Account Manager including in the request who else from your side would be beneficial to have access as well.