Quick Reference for Document Owner

A Document Owner can use this quick reference when using Office Online integration.

Note: To support using Policy & Procedure Management on multiple devices, the user interface is responsive to screen and window size. In smaller spaces, labeled options become icons or are moved to remain accessible.

Define Document Properties

You can set the document properties using the Property Wizard.

  1. Settings (Required). Assign a title, owner, and template and adjust optional settings, as necessary.

  1. Visibility (Optional). Assign the sites, departments, and categories where you want this document visible.

  1. Writers (Optional). Select writers to help write the document.

 

  1. Reviewers (Optional). Select reviewers to check content and writing style.

 

  1. Approvers (Required). Select approvers who determine if the document is ready for publication and who takes responsibility for its content and correctness.

  1. Assignees (Optional). Assign those who must attest to reading and understanding the document.

  

  1. Security (Optional). If necessary, assign a restricted security level to limit document access.

Note: Documents with a security level of Restricted - High or Restricted - Severe are not available in NAVEX One Compliance Assistant (NCA) search. If the security level of a document is updated, allow 24-48 hours for the update to be reflected in NCA search. See About NAVEX One Compliance Hub for more information.

Edit Document Content

You can edit the contents of a document.

  1. Edit Content. Click the Edit Document tab, click the Edit Document button, and then click Go for Open in Office.

Note: While you can edit document content using Word Online (Open with Microsoft Office Online), inserting property fields and links may not be available.

  1. Insert a Properties Field. From the Insert Properties menu in PolicyTech Tools pane, you can insert automatically populated data fields containing document properties, such as the document owner or approval date.

  1. Link to a Document or Website. Place the cursor where you want a link inserted, click to expand the Insert Link menu, click a link option, and follow the prompts.

  1. Go Back to PolicyTech. Do one of the following:

  • If you are working in desktop Word, save the revised document, close Word, then click Back to PolicyTech.

  • If you are working in Word Online, click Back to PolicyTech.

  1. Finish. You can save and close the document and finish it later. When you are done with the draft submit it to writing, review, or approval. You may also have the permission to set the document as approved.

Handle "Track Changes" Feedback

You can quickly view feedback from reviewers or approvers.

  1. Reviewer or Approver Feedback. If a reviewer or approver chooses to revise the document, it is sent back to you with an explanation.

  1. View Tracked Changes. To see tracked changes, open the document in your desktop version of Word. In the Edit Document tab, click the Edit Document button and click Go for Open in Office.

  1. Track Changes Details. Hover the cursor over a change to see who made it.

  1. Accept or Reject a Change. Right-click a marked change and click Accept or Reject.

  1. Comments. After reading a comment, right-click it and click Delete thread.

Do a Periodic Review

You may be asked to review a document at specified intervals.

  1. Periodic Review Task. At a designated time before a periodic review comes due you receive a task assignment in a notification email and in My Tasks.

  1. Periodic Review Task. At a designated time before a periodic review comes due you receive a task assignment in a notification email and in My Tasks.

  1. Make Changes. The document opens in draft mode where you can update content, Properties Wizard settings, attachments, and the assessment.

  

  1. Submit. When finished updating, submit the new version for review or approval.

  1. No Revision Necessary. If you determine that no changes are needed, instead of creating a new version, click More and click No Revision Necessary, which resets the review date for another period.