Can I Invite Others to Collaborate on a Policy - Legacy Interface

Objective

Invite additional users to collaborate on a policy

Environment

PolicyStat Legacy layout

Procedure

During a policy review, Approvers, Area Managers, Owners, and even Site Administrators can add comments and discuss pending policies before they complete the Approval Workflow and become active.

Users without these permissions (e.g. - Subject Matter Experts) may need to provide input, but without being added to the workflow, which can impact a large number of policies. These users can easily review and discuss the policy using PolicyStat's Collaboration Commenting feature.

Invited collaborators can only view a policy. They will not be able to modify the content or properties, but can view existing comments, add new comments, and view the draft or pending version content.

Inviting Collaborators

1. Log into PolicyStat.
2. Locate and open the pending policy requiring attention.
3. Scroll to the bottom of the policy and enter comments in the box titled "Leave a comment" (1).
   
4. Invite new external commenters to join a pending policy through one of two methods:
   a) Invite a specific user (or user group) using the Invite a user or group area (2).
   
   
   b) Direct the comment at a comment to a specific user through an @Mention (3).
   Simply type the @ symbol, then start typing their name. When the name appears
   press the Tab key (not the Enter key) to select their name, and continue typing.
   
5. Click the Add Comment button (4).
6. Anyone involved with the policy (including the newly invited collaborators) who have not already approved the policy will receive notification of the comments (5).
   
7. Comments become part of the policy history. Edits can be made for up to 10 minutes after they are added before they become permanent. To edit comments, click the pencil icon (6).
   

Invited collaborators are able to view and comment on a pending (or draft) version of a policy until it completes the approval process and becomes active. If the active policy moves back into a draft or pending format, previously invited collaborators would need to be re-invited.

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Commenting on a Draft Policy

If a policy is still in the draft phase, users with access to view and edit the draft (Owner, Approvers, Area Editors, Area Managers, Site Admins) can use the commenting feature to discuss the draft version. Collaborators will not, by default, be able to see these comments.

However, collaborators can be invited to view the draft version of a policy before it pends for approval. They will not be able to modify the content or properties, but can view existing comments, add new comments, and view the draft content.

Comments made on a draft version will transfer to the pending version once a user starts the approval workflow.