Publish 1 or Multiple Documents

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information
• Notes

Overview

When a document, either a new version or an entirely new document, is ready to be published in the Policy Portal, user or user group access can be configured to one of the following roles:

Once the access is set up, the document will become published in the Policy Portal and the users added to the published document will receive email notifications about it.

Pre-conditions

• System Level Permission: 'Portal Publisher', 'Portal Manager', 'System Administration'.
• Document has been moved to the Release stage in the Policy Management.

Steps

Publish 1 Document

1. Click on the grid icon on the right hand side of the dashboard.
2. Select Policy Portal.
3. Switch to the Documents tab.
4. Click on the Ready to publish collection in the left sidebar.
5. Locate and click the document.
6. Click Publish
7. Add users/user groups.
8. Select Read or Able to answer* from the dropdown list.
9. (Optional): Use toggle Show everyone in the portal*.
10. Click Publish/Publish new version.

Publish Multiple Documents

1. Click on the grid icon on the right hand side of the dashboard.
2. Select Policy Portal.
3. Switch to the Documents tab.
4. Click on the Ready to publish collection in the left sidebar.
5. Tick all relevant documents.
6. Click Publish.
7. Perform access changes:
   1. Set access mode:
      1. Invite Only - Only users and groups individually added can access the documents with their given role.
      2. All Users - All users who can access the Policy Portal can access the documents with Read level permission.
   2. Add a user or group through the search engine.
   3. Set their role or remove them.
   4. Repeat steps b-c for all remaining users/groups.
8. Click Apply.

Supplementary Information

Original Documents & Modifications

If the document is an original document or a modification, you can choose whether to publish it by itself or with other related documents together.

Notes