Edit, Review and Approve Policy

This help article is split into two sections. Click the links below to navigate to the relevant section:

Edit existing policy | Approve updated policy |

Edit existing policy

1. Open the policy you want to edit. If the policy already has a draft version (or a version that is awaiting approval/publication) open this version to edit NOT the older published version. 

 If the policy is already marked 'Awaiting Approval' or 'Ready to Publish', open the policy and revert to a draft so you can edit. 

You can edit either the policy sections, overview or version control. Click through the tabs to explore your editing options. 

When editing Overview you can:

• edit the policy name, description (the introduction to your policy) and short summary (the text that will appear when browsing policy)
• attach related documents
• assign the policy to relevant roles
• select a policy category (the group to which the policy belongs).

When editing Policy you can:

• add a new policy section
• edit section title, number and content
• reorder policy sections
• delete sections.  

When editing Version you can add/edit: 

• which user approved the policy
• the date on which the policy was approved
• summary of previous content changes
• the date of next review. 

2. If the item is not in a draft state, click Start Editing.

3. A workflow of the policy editing and approval process appears. This gives you guidance to actions that must be completed before your edited policy is published. Write a summary of what changes you intend to make and click OK.  Your policy is now in a draft state. It is only visible to you and other Centro administrators.

Please note: when the policy is in a draft or approved state (and before it is published), it will be a duplicate of the latest published version of the same policy. Until you publish the draft, you will see two different items with the same name when you view all your policies in list view. When you publish the draft, only the latest version will be available (that is, there will no longer be a duplicate). 

4. Click Edit and make all relevant changes. 

5. You can preview your policy by clicking View. This shows you how your policy will appear in the web app once it is published. Click Edit to return to policy editing mode.

6. When you have made all the required changes, click Finish All Editing.

7. The release management workflow appears. Write a summary of what was changed and click Finish All Editing. The new policy version is now ready for approval.

Approve updated policy 

1. To approve a new policy version click Approval. You will have the option to either approve the policy or revert it to draft.

2. Click Approve. The release management workflow appears. You can edit the summary of what was changed and also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to confirm changes. 

3. To publish the new policy version, click Publishing. At this stage, you can still revert the policy to a draft to make further changes. When you have finished all editing, click Publish Immediately.

4. When you confirm publication, a release management workflow appears. You have the option to edit the summary of what was changed. Click Continue to publish the new policy version.

5. The release label and notes window appears. Write official release notes about the new policy version. You can edit the release notes later if required. 

6. Click Publish to officially release the new policy version. It is now visible to all users.