Regulations and Standards: Step-by-Step Guide

Content

The Standard Linkage feature of PolicyManager™ allows users with privileges to link specific sections and sub-sections of standards, legislation, and regulations, to your policies, adding context and ensuring that you stay survey ready. Once linked, these regulations and standards are available to all staff within policies or any documents that are related to them.

This guide covers the following information:

• Viewing Standard Linkages
• Linking Standards

• Searching for policies by Standard
• Configuration & Settings

Viewing Regulations & Standards

Typically all users would have access to the Regulations and Standards Module for viewing purposes, and special privileges would be granted to those who would need to link and manage the content linked.

In order to view and navigate the library of standards and regulations available (if applicable), after login; users can access the Modules dropdown on the top left corner on the Main Page and select Regulations and Standards:

Once the module is selected, the library will be available and all available Standards and Regulations will be organized in folder.

Please note: Only the agencies/bodies that were purchased will appear in the library. The image contains several agencies for demonstration purposes.

1) Select the desired agency and the list of standards will be available within each folder.

2) Click the title in order to view them, and the selected standard will open in the Viewer. Also, in case this standard is linked to other documents, the list will be displayed on the right-hand side.

Alternatively, the search bar (by typing the standard ID or subparts ID), and advanced search can also be used to find specific standards. The library navigation is recommended for a more precise and simple view.

Linking Standards to Documents

There are 3 ways to link standards to policies and other documents in PolicyManager™:

1. Via the Content Linkage button within Projects.
2. Via Document Tree under the Setup icon (system administrators);
3. Via Document Viewer, Quick Edit.

Depending on your level of permissions you will find your options as you navigate the system. PolicyMedical recommends the Content Linkage feature within Projects.

Via Projects

When using this option, it is ideal that you know the standard ID or title n order to make it easy to perform the linkage. See linkage steps below:

1) Click the Projects icon on the top right corner, and you will find the Content Linkage button on the left hand side.

2) Select Content Linkage and click the button  to find the document you wish to link to a standard or regulation:

3) As soon as you locate the document, click the title. The following window will appear:

4) Start by selecting the agency/body you wish to select a standard from, and type in the ID or title of the standard. Please note that you need to add at least 3 characters to start the search.

5) Once the desired standard appears, select it to add. If there are no other standards to be added, click the Update button. The linkage will be displayed in the document viewer, right-hand side along with the other metadata fields.

Via Quick Edit – Document Viewer

The Quick Edit tool allows users with elevated privileges to make changes in the body of the document as well as the metadata without creating a formal approval process. This is usually used to fix typos or small errors found in the document that would not require a full workflow review and approval. Also, the Content Linkage feature is available within this area.

1) Open the document in the Document Viewer and click the Quick Edit button.

2) Click the Content Linkage button available on the top right corner.

3) The linkage screen will then open just as mentioned on the previous option.

4) Start by selecting the agency/body you wish to select a standard from, and type in the ID or title of the standard. Please note that you need to add at least 3 characters to start the search.

5) Once the desired standard appears, select it to add. If there are no other standards to be added, click the Update button. The linkage will be displayed in the document viewer, right-hand side along with the other metadata fields.

Via Document Tree

For System Administrator only, this is another route to perform linkages with any type of content, including regulations and standards. Please follow the next steps in order to complete a linkage as a system administrator:

1) Click on the Setup Tools icon, then select Document Tree setup and click the folder and the desired document:

2) Once you open the document, the Content  Linkage button will be on the right. Click and the Linkage popup will open. The same steps mentioned previously should take place in order to complete the linkage.

3) Start by selecting the agency/body you wish to select a standard from, and type in the ID or title of the standard. Please note that you need to add at least 3 characters to start the search.

4) Once the desired standard appears, select it to add. If there are no other standards to be added, click the Update button. The linkage will be displayed in the document viewer, right-hand side along with the other metadata fields.

Searching for Policies by Standard

Using the Advanced Search tool, all users are able to search for policies based on standards to which they have been linked.

A search term or ID would be necessary, subsections IDs can also be used. Please see image:

 

If results are found:

1) Click on the number of results and a list of documents that have been linked to that specific standard will be available.

2) Select the document by clicking the title and the Document Viewer will open up. The standard will be appear in the Meta Data on the right-hand side:

3) Click the standard link in blue, and the following window will appear, defining that piece of the standard or regulation, along with other documents that have also been linked to it:

Configurations and Settings

System administrators are able to configure some aspects of the Regulations and Standards Module. In this guide, we focus on access to the module to all staff or specific users, and email notifications related to the module.

Access to Regulations and Standards

Under the Setup Tools, then Profile Management, system administrators need to select the “Standards Module Specific Privileges” desired checkboxes for the specific profiles. For instance:

If Power Users should access the Standards library, follow these steps:

1) Go to Profile Management under the Setup Tools icon.

2) Click the name of the profile to open the details (Power Users Profile)

3) Select the desired checkboxes that relate to the items you wish the Power Users view and use. It can be simply viewing the library, printing standards as well as linking them.

4) Click Save Profile.

Email Notifications

Under the Setup Tools, then Preference Settings and Email Notifications, system administrators can enable and configure the email notifications related to Standards. They can also select who receives the emails once the Regulations and Standards get updated, such as Creator, Owner and Manager, or all of them.

Please contact us at [e-mail] in case you have questions about agencies and organizations we have partnerships with, as well as updates and any related matters.