Getting Started

Content

General Overview 

This guide introduces PolicyManager™, helps you navigate the Login page and shows you how to access the many help files located right in the application.

The topics in this chapter are listed below:

• What is PolicyManager™?
• About the Login Page
• Working with the Login Page
• Key Symbols You Should Know
• Keyword Search & Advanced Search
• Results Page
• Folder Search
• Working with the Document Viewer 

What is PolicyManager™?

PolicyManager™ is the first collaborative and social platform for policy management. You can update and grab instantaneous feedback from your colleagues in an environment that is open and shared in a controlled environment. This platform will bring about a new, robust way of collaborating and communicating with your colleagues.

About the Login Page

The PolicyManager™ Login page is displayed when you access the application. Aside from using this page to log in as a registered user, the Login page also offers one-click access to new and updated policies, and those policies requiring attestation. You can search for existing policies directly from this page, as well as review announcements, and read release notes. 

Working with the Login Page

The Login page provides both general (unregistered) and registered users access to the options they need in PolicyManager™. This page can basically be divided into six sections, each of which are shown and described below. Check the numbers marked on the image below against the numbers in the paragraphs that follow to learn about each section.

Important note about the login page: If your organization has active directory integration (SAML) the homepage won’t be visible to you, you will land on the Main Page.

1. Policy Quick Links: In a quick glance, you can see if any new documents have been added to your system, if any of the policies have been updated, and if any documents require attestation during a specified period of time.

The default time period for this section is the “Last 30 days”, however, the System Administrator at your facility may set this time to 7, 14, 30, 60, 90, or 120 days.

The number of new policies that have been added to this system. In this example, we see that 6 documents have been added in the last 30 days. Click on this quick link to view the new documents, or use your credentials to access this information within the main page as well.

The number of policies that have been updated. By this we mean policies that already existed in the system that were under revision and now have been revised. Click this button to review the updated documents. 

The number of documents to which require attestation. Click this quick link to see if there are documents to which you need to attest (if required). From the list, you can select a policy, enter your name and staff ID, and click Attest Now. Please see the Attestations guide for more details

Important note: In case you are required to login to see the results, all the quick links will also be displayed on the main page after log in, on the top right hand side.

2. General Access:  In this section you can use the Search feature to search for specific policy documents by entering a word or phrase that is explicit to the policy for which you are searching. Just enter the word or phrase you want to search on, and click the Search icon

To search for a document using the folder structure, click the Policies and Procedures link below the search boxes. 

Note: The General Access/Anonymous Access may be not enabled for your organization, If that’s the case, you will need to log in using your credentials to access the Search features within the system.

In addition, the System Administrator can add some Web links under this section that users can also access. Just click on the blue arrow to see the available links.

3. Registered User Login: Here is where you will enter your username and password to access the application. The user role you have determines the features and functionalities you will have access to once you log in. The System Administrators control that and can hide this login box depending on how User Access is set up. If hidden, you will need to click on the link to open this area. 

Enter your username and password, and click Log in.

If you forgot your password, click the Forgot Password link, or if you need Help with this section, click the Help link. Both links are located above the Blue Log in button.

Note: If your organization has Active Directory Integration, you will need to contact your Help Desk in order to get a password reset.

4. New to PolicyManager™ : If you are new to the system, or need a refresher on what PolicyManager™ can do for you and your facility, click on the Launch the tour link. Or, if you need technical assistance, click on the Get help link to find out the ways you can get the help you need.

5. Announcements: This section is controlled by your System Administrators. If there is anything that you need to know before logging in to PolicyManager™, this is where you will find it. For example: an audit, an event or any tips, etc.

When there are multiple announcements, they will automatically scroll from one announcement to the next.  Also, you will see arrows and numbers such as the ones below. These help you manually navigate through the announcements. 

6. Policy Manager Updates: Here, you have access to the latest Release Notes. The release notes provide details about the latest release, including new features, which issues have been fixed, and what issues are recognized and are going to be fixed in a future release.

Key Symbols You Should Know

Note: When there is a blue circle around any of the colored dots, for instance , it means that the document is in Project Mode (under review). This image shows that the document is past due and it is in Project Mode.

Searching in PolicyManager™

Keyword Search

The keyword search feature helps you find documents related to a specific subject. For example, this feature would be most helpful if you wanted to view all the policies on “vacation”. In the steps below, we will walk you through searching for those policies.

There are two ways to search for a specific policy subject:

On the PolicyManager™ Login page, go to the General Access section.

Note: Depending on the system settings, you may be requested to log in to use these tools. Just go ahead and add your credentials to access the keyword search on the main page, as well as the quick links and library.

Search Bar on the Main Page

On the Main Page, after logging in, via Search bar (on the top center area):

• Type in a specific keyword or phrase. In our example, we typed “vacation”.
• Click the search icon  to activate the search.  The results depend on the policy and procedures you have in your system. For our example, our results appear as described in the results page section.

Advanced Search

When using the advanced search, you will be able to combine filters such as Policy Number and Part of the Title, or any other combination. If the Folder(s) filter is selected, you will have options for selecting a specific folder and sub folders; the same scenario applies to Staff Name and so forth.

Results Page

When using the search bar, you will be able to access the results page based on the search terms you used. Keep in mind that the system searches through the metadata and the body of the document.

If you click on the hyperlink Further Refine Search Results,  you will access the Advanced Search Feature, which will provide several filter options that can be combined for a more accurate search. Please see image below.

 

Folder Search

When policies are added to the PolicyManager™ system, they are added to folders, much like the folders in Windows Explorer or your email system. PolicyManager™ allows you to search through these folders. For example, your facility may have the policies added under hospital functions or departments. If you were a new employee and wanted to view the policies for your department, the folder search feature may work best.

To use the folder search feature, follow the steps below and refer to the image on the next page: 

1. Once you log in, the folders will be located on the left hand side of the main page.
2. Click on the folder’s name you wish to view.
3. Navigate and click the sub folders (if applicable).
4. The documents will be listed in the center of the page; and from there, you will be able to open each of them by clicking on the title of the document you wish to view.

Note: As highlighted in the picture above, you can search within the folder you selected by clicking on the magnifying glass icon located on the top of the results. You can also navigate other pages (if available) by clicking on the arrows beside the page display.

Working with the Document Viewer

The Document Viewer is used to view the actual documents, any attachments that have been added to the policy, as well as the details regarding the document. 

For example: as was discussed earlier, you can click on the title of a policy in the search results window to open and review that specific document (as shown below).

Once you do that, the document will be displayed in the Document Viewer:

This is the view for an General Users (Depending on the settings, it can also be the same view for anonymous users – please view the Anonymous Users Guide for more information). We have broken it down to five functional parts:

Note: In some cases, some organizations will enable the Print and/or other functions for the General Users as well as for Anonymous Users. In that case there will be a Printer icon and/or other icons on the top right corner, beside the “x” button, as showed in the picture below.