Company Policies Wizard

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

After creating a New Company Policy, you will be asked to select your ‘Company Policy’ type 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 two available options: ‘New or ‘Copy' (copy allows you to copy a previous Company Policy and edit it to suit your needs). The previous version of copied Policy will be archived.
3. Click “Next.”

Company Policy - New

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.
• Location.
• Department.
• Job.

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/s too e.g. if you select Jobs, you will see all the people who match that selection. You will see if they have user groups or not. Yo uhave to have a User group to receive Company Policies outside of Onboarding. So you will be able to assign user Groups to those who do not have one before creating the new Policy and sending it.

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.”
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

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 - Copy 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 add multiple Policies by click on “Add Another Policy” at the bottom left of the popup window. 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.
• 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.