How do I make a Revision or Start a New Version of an Expired Active Policy?

Issue/Objective

Start a new version of an expired policy

Environment

PolicyStat

Procedure/Resolution

Click to view these steps in the legacy PolicyStat interface.

Additional Information:

When a policy comes due for a review as part of the standard review cycle, the Owner of a policy and the Area Manager will be notified. This short tutorial covers how to make a draft of policies that are due for review and start the Workflow when any required changes have been completed.

For more about:

• Approving a Pending policy, see How do I Approve a Pending Policy?
• Edits of a policy during an Approval Workflow, see How do I Edit a Pending Document?
• Administrative Override option available to Site Administrators, see How do I Override a Policy?
• Sending a personal reminder to another Approver to approve, see Why am I Getting Emails About Policies
• To start a bulk review of multiple policies, see Can I Start the Approval Process in Bulk?

Procedure:

From the PolicyStat Home tab:

1. Search for and view the active policy or
2. Under the Policies Due for Review heading on the Homepage, click the policy's title. 
3. This opens the view of the policy. Click Review to enter Edit view, In Edit view, changes to the content and/or properties can be made.

From the My Policies Pending Approval report:

As shown in the image below, click the policy's title to directly open the policy in the View mode Select Edit.

From  View mode of Active Policy

1. Click the Review/Edit link in the header on the blue bar.

Modify the Content (If Needed)

1. Modify the policy's content and/or properties as needed. If no changes are required, skip to the following step. For more on how to work within the PolicyStat Editor, see this category. For more on working with a policy's properties, see this article: What information is on the Properties Menu of a policy?

Start Approval Process

1. If no changes are required, or if changes have been completed, select Start Approval.  Enter a summary of the changes made (1). If changes have been made, a summary of those changes are required or if no changes were made input the words, No Changes. The summary must be at least 8 characters in length. Please note that these changes become part of the historical record of the policy.
2. When ready, click Start Approvals (2). A notification will be sent to the first Approver in the Workflow that the policy is ready for their review.
   

Mark My Approval Checkbox

If the individual starting the approval process also happens to be a part of the first step of the Approval Workflow, they will be able to both start the approval process and mark their approval in one click. This is represented by the Mark My Approval checkbox (3).

This is intended to prevent the need to start the approval process, then open the pending version to mark your approval. The assumption is that by starting the approval process, the content looks the way you'd like as it is.

Some circumstances may warrant the approval process starting without marking approval. For example, an Approver may want to share the pending policy with Collaborators before marking their approval.

To start the approval process without simultaneously marking approval:

1. Uncheck the Mark My Approval box.
2. Click Start Approvals.
3. An assignment to approve the same document will appear on the user's homepage under Policies Due for Approval.
   
   NOTE:  Not marking approval can be useful if you represent a committee on the first step or if you want to move the document out of draft status and into pending approval status.