Company Policies Wizard

Latest revision as of 23:35, 19 February 2024

Company Policies Wizard

The Company Policies Wizard enables Users to create new Company Policies. There are two options available to you - you can create a new Company Policy from scratch, or you can copy a pre-existing Company Policy and edit it to create a completely new Policy.

Company Policies Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Company Policies Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger the Company Policies Wizard

You can trigger the Company Policies Wizard from the Wizard popup menu

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Company Policies" option from the menu, then click "Select."

Choose Company Policy Type

To start the Wizard, you will be asked to select on of the following options in the 'Create Policy' field:

1. Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
2. Choose from the three available options:

• Create New Policy - allows the User to create a 'New' (single or multiple) Company Policy and sent it to Employee/s, Job/s, Location/s, or Department/s.
• Copy/Update Existing Policy - allows the User to 'Copy' and 'Update' (that is, create a new version of) a current/previously existing Company Policy and edit it to suit business needs and sent it to Employee/s, Job/s, Location/s, or Department/s. The previous version of Company Policy will be archived (but 'archived' versions of that older/original Company Policy (that Employees have previously been sent and 'Agreed' to) will still be available to them via the 'Company Policies Widget' on the/ir relevant Dashboard (My Info, Manager or People & Culture)).
• Send Current/Existing Policy - allows the User to pick up an existing Company Policy and sent it to Employee/s, Job/s, Location/s, or Department/s.

Notes:

• If/when creating a 'New' or 'Copying/Updating' a previously existing Company Policy via the 'Company Policies Wizard,' it is only possible to attach a .PDF of the Company Policy content. It is not possible to add/set up a text version of the Company Policy (in the Policy Details field) via the Wizard (for example, if this is required for the Onboarding Welcome Pack/Workflow). If this additional set up is required then it must be added/updated via General > Core-HR > Company Policies after the Company Policy record is created.
• If the 'original' Company Policy (one that has been updated/replaced by a 'New' version) contained text in the 'Policy Details' field, then the text will need to be added to this field after after the creation of the newer/latest version of the Company Policy (via the Company Policies Widget).
• Company Policies can be sent to:
  • Employee/s (one, multiple or all).
  • Location/s (one, multiple or all).
  • Department/s (one, multiple or all).
  • Job/s (one, multiple or all).
    • For compliance purposes, the primary/preferred way to send Company Policies is to 'Link' them to 'Job/s' (as opposed to sending them individual Employee's on an 'Ad Hoc' basis), then either Location/s and/or Department/s.
      • When each Company Policy record is created in the System, they should be 'Linked' to Job/s, Department/s and Location/s via the Company Policy Record (General > Core-HR > Company Policies > select a 'Company Policy' and update these fields.
        • Even though these 'Linked' fields aren't 'Mandatory,' to ensure that Company Policy features work correctly in the System (in the Onboarding Welcome packs/Workflows, the Crossboarding Workflows, and the No Policies Tab of the People & Culture User's Company Policies Widget, Users are advised, at a minimum, to 'Link' all Company Policies to a 'Job' as a minimum.

3. Click “Next.”

Company Policy - Create New Policy

After selecting the ‘New Company Policy’ option, a pop-up window will be displayed where you can input information to complete your new Policy.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the Company Policy Wizard is complete.

Company Policy - New Policy Attributes

After selecting ‘New’ work through the Wizard to input the following information:
1. Policy name – give the Policy a name.
2. Create Date – this is pre-set to ‘Auto create.’
3. Schedule send – specify the send date (this is the date that the Policy will be sent to the relevant Employees).
4. Policy Expiry Date – specify the expiry date.
5. Attach Policy – attach a copy of the Company Policy. Note: Only one .PDF can be attached per Company Policy.
6. You can add multiple Policies by clicking on “Add Another Policy” at the bottom left of the popup window. Click “Next.”
7. Send To – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Select where to send the Company Policy:

• Employee/s.
• Location/s.
• Department/s.
• Job/s.

Click “Next.”
8. Send To – you will be given the option to send the Company Policy to. “All” (which is everyone in the Group specified in the previous step), or, you will be able to "Select" one or more options from a dropdown menu based on the selection you made at the "Sent To" step.
8. User Groups – Based on who you are sending the Policy/ies to e.g. if you select Jobs, you will see all the Employees who match that selection. You will see if they have User Group/s or not. You have to have a User Group assigned (to the Employee) for them to be able to receive Company Policies outside of the Onboarding process (the Onboarding Welcome Pack/Workflow). It is necessary to assign User Group/s to Employees who do not have one before creating the new Company Policy and sending it to them.

NOTE: To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it is the relationship between Employee and Job that is primary and therefore 'Job' is the most most important object that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies have been added to the 'Company Policies' step in the Onboarding Welcome/Pack.

Once you have made your selection/s, click “Next.”
9. Summary – the final screen for the Company Policy is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to create and send your “Company Policy” click “Create and Send.”
10. Success – if your Company Policy has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

Company Policy - Copy/Update Existing Policy

After selecting the ‘Copy/Update Existing Policy’ option, a pop-up window will be displayed where you can input information to complete your new Policy.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the Company Policy Wizard is complete.

Company Policy - Copy/Update Policy Attributes

After selecting ‘Copy’ work through the Wizard to input the following information:
1. Copy Policy – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Choose which Company Policy you want to copy. Click “Next.”
2. Policy name – give the Policy a name.
3. Create Date – this is pre-set to ‘Auto create.’
4. Schedule send – specify the send date (this is the date that the Policy will be sent to the relevant Employees).
5. Policy Expiry Date – specify the expiry date.
6. Attach Policy – attach a copy of the Company Policy. Note: Only one .PDF can be attached per Company Policy.
7. You can create/add/send multiple Company Policies by clicking on “Add Another Policy” at the bottom left of the popup window. NOTE: Remember that only one .PDF can be attached per Policy. Click “Next.”
8. Send To – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Choose where to send the Company Policy:

• Employee/s.
• Location.
• Department.
• Job.

You can send Company Policies to a single Employee, Location, Department or Job, or, you can send to multiple as well as sending to all options in each category. Click “Next.”
9. Send To – you will be given the option to send the Company Policy to “All” (which is everyone in the Group specified in the previous step). Or, you will be able to select one or more options from a dropdown menu.

NOTE: To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it it the relationship between Employee and Job that is primary and therefore 'Job' is the most most important object that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies have been added to the 'Company Policies' step in the Onboarding Welcome/Pack.

Once you have made your selection/s, click “Next.”
10. Summary – the final screen for the Company Policy is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to create and send your “Company Policy” click “Create and Send.”
11. Success – if your Company Policy has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

Company Policy - Send Current/Existing Policy

After selecting the ‘Send Current/Existing Policy’ option, a pop-up window will be displayed where you can select the Policy you want to send.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the Company Policy Wizard is complete.

Company Policy - Policy Attributes

After selecting ‘Send Current/Existing Policy’ work through the Wizard to input the following information:
1. Policies to Send - select/specify the Company Policy/ies to send.
2. Send To – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Select where to send the Company Policy:

• Employee/s.
• Location/s.
• Department/s.
• Job/s.

Click “Next.”
3. Send To – you will be given the option to send the Company Policy to. “All” (which is everyone in the Group specified in the previous step), or, you will be able to "Select" one or more options from a dropdown menu based on the selection you made at the "Sent To" step.
4. User Groups – Based on who you are sending the Policy/ies to e.g. if you select Jobs, you will see all the Employees who match that selection. You will see if they have User Group/s or not. You have to have a User Group assigned (to the Employee) for them to be able to receive Company Policies outside of the Onboarding process (the Onboarding Welcome Pack/Workflow). It is necessary to assign User Group/s to Employees who do not have one before creating the new Company Policy and sending it to them.

NOTE: To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it is the relationship between Employee and Job that is primary and therefore 'Job' is the most most important object that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies have been added to the 'Company Policies' step in the Onboarding Welcome/Pack.

Once you have made your selection/s, click “Next.”
5. Summary – the final screen for the Company Policy is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to create and send your “Company Policy” click “Create and Send.”
6. Success – if your Company Policy has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.