Creating Policies
Creating and managing policies is a critical component of any organization's compliance and governance strategy. In BlueDocs, policies are more than just static documents—they are dynamic tools designed to support compliance tracking, version control, mandatory acknowledgment, and automated distribution. This guide walks you through every step of creating, managing, and tracking policies using the BlueDocs platform.
Policies in BlueDocs are formal documents structured to:
Establish company rules, standards, and operating guidelines
Track employee acknowledgment and acceptance
Maintain version control with historical tracking
Enforce compliance with mandatory acceptance and deadline tracking
Automate assignments based on user role or department
They are ideally suited for HR protocols, IT security standards, financial governance, and any documentation where legal compliance or formal acknowledgment is necessary.
To begin, navigate to the Policies & Compliance section in the BlueDocs main menu. From there, click the "Add Policy" button in the top right corner to launch the policy creation interface.
Title: Choose a clear, descriptive name (e.g., "Remote Work Policy"* or "Acceptable Use Policy")
Category: Select from existing options or create a new one (e.g., HR, IT, Finance, Operations)
Status: Choose the document’s current state:
Draft: Work-in-progress, not yet visible to users
Published: Active policy requiring user acknowledgment
Archived: Retired, outdated, or no longer in effect
Use the rich text editor to structure your content. BlueDocs supports:
Headings for sections like Purpose, Scope, Procedures
Numbered or bullet lists for step-by-step instructions
Tables for roles, responsibilities, or timelines
Code blocks for technical or compliance requirements
Images and diagrams for visual clarity
Categories help group related documents. From the editor:
Use the "Category" dropdown
Click "Create New Category" if none exist
Examples: HR Policies*, Security Compliance, Operational Procedures
Folders support deeper organizational structures:
Create folders by department, function, or framework
Example structure:
Every policy should include these elements:
Purpose – Why the policy exists
Scope – Who the policy applies to
Policy Statement – Organization's stance or rule
Procedures – Steps users must follow
Responsibilities – Role-based responsibilities
Compliance – Consequences of non-adherence
Review and Updates – How often and by whom the policy is reviewed
Effective Date – When the policy becomes active
When you update a policy:
Edit the existing document via the editor
Save your changes—BlueDocs automatically increments the version number
Previous versions remain accessible for auditing
Users who previously accepted an older version will be prompted to re-accept the latest one
Version badges display next to policy titles
Change summaries can be added to explain revisions
View full version history in the policy interface
Once published, a policy can be set to require acknowledgment:
Assign to specific users or groups
Set acceptance deadlines
Configure automated reminders
Users will:
See pending policies in their dashboard
Be prompted to read and click “Accept”
Receive a timestamped confirmation of acceptance
Admins can track compliance via:
Dashboard summaries
User-level reports
Department-based reports
Policy analytics dashboards
Share organization-wide
Restrict visibility to specific departments or roles
Use folder permissions for sensitive policies
Make policies publicly available with “Make Public” toggle
Generate shareable links
Useful for vendor, partner, or regulatory access
Note: Public policies do not track acceptance
You can automate policy assignments using assignment flows based on:
Job Titles
Departments
New hire onboarding triggers
Recurring acceptance cycles
This ensures the right policies are automatically assigned to the right users without manual effort.
BlueDocs offers a complete toolset for policy lifecycle management:
Bulk Assignment: Assign policies to multiple users at once
Deadline Tracking: Set and monitor due dates
Reminder Automation: Email or in-platform notifications
Compliance Reporting: Exportable acceptance data
Audit Trail: Record of edits, acceptances, and reviewer activity
Keep the language clear and concise
Use consistent formatting and sections
Include real-world examples when possible
Add contact info for questions or escalation
Review policies annually to keep them current
Use folders and categories consistently
Apply standard naming conventions
Regularly archive outdated policies
Link policies to related training for full context
Set reasonable but firm deadlines
Monitor the acceptance dashboard
Follow up with non-compliant users
Document all interactions and compliance metrics
Training Integration: Link policies to relevant training materials
Approval Workflows: Enable multi-stage review for sensitive content
Analytics: Track adoption, views, and department-specific compliance
Data Export: Export compliance reports for audits or legal documentation
Creating and managing policies in BlueDocs ensures your organization has a scalable, trackable, and secure system for enforcing standards. Whether you’re implementing new governance frameworks, complying with regulatory audits, or simply formalizing internal expectations, the platform’s powerful toolset supports the full policy lifecycle—from creation and acknowledgment to review and retirement.
With structured workflows, automated assignments, and robust reporting, BlueDocs helps your team stay informed, compliant, and aligned.
🧾 What Are Policies in BlueDocs?
Policies in BlueDocs are formal documents structured to:
Establish company rules, standards, and operating guidelines
Track employee acknowledgment and acceptance
Maintain version control with historical tracking
Enforce compliance with mandatory acceptance and deadline tracking
Automate assignments based on user role or department
They are ideally suited for HR protocols, IT security standards, financial governance, and any documentation where legal compliance or formal acknowledgment is necessary.
✍️ Creating a New Policy
Step 1: Access the Policy Section
To begin, navigate to the Policies & Compliance section in the BlueDocs main menu. From there, click the "Add Policy" button in the top right corner to launch the policy creation interface.
Step 2: Enter Policy Details
Basic Fields
Title: Choose a clear, descriptive name (e.g., "Remote Work Policy"* or "Acceptable Use Policy")
Category: Select from existing options or create a new one (e.g., HR, IT, Finance, Operations)
Status: Choose the document’s current state:
Draft: Work-in-progress, not yet visible to users
Published: Active policy requiring user acknowledgment
Archived: Retired, outdated, or no longer in effect
Content Creation
Use the rich text editor to structure your content. BlueDocs supports:
Headings for sections like Purpose, Scope, Procedures
Numbered or bullet lists for step-by-step instructions
Tables for roles, responsibilities, or timelines
Code blocks for technical or compliance requirements
Images and diagrams for visual clarity
🗂️ Organizing Policies
Using Categories
Categories help group related documents. From the editor:
Use the "Category" dropdown
Click "Create New Category" if none exist
Examples: HR Policies*, Security Compliance, Operational Procedures
Using Folders
Folders support deeper organizational structures:
Create folders by department, function, or framework
Example structure:
📁 HR Policies
├── Code of Conduct
├── Leave Management Policy
└── Performance Review Policy
📁 IT Policies
├── Data Retention Policy
└── Acceptable Use Policy📐 Structuring the Policy Document
Suggested Sections
Every policy should include these elements:
Purpose – Why the policy exists
Scope – Who the policy applies to
Policy Statement – Organization's stance or rule
Procedures – Steps users must follow
Responsibilities – Role-based responsibilities
Compliance – Consequences of non-adherence
Review and Updates – How often and by whom the policy is reviewed
Effective Date – When the policy becomes active
Sample Template
# Data Protection Policy
## Purpose
To ensure all company data is handled securely and responsibly.
## Scope
This policy applies to all employees, contractors, and third-party vendors.
## Policy Statement
All data must be stored, transmitted, and accessed according to internal security protocols.
## Procedures
1. Encrypt all sensitive data.
2. Report breaches immediately.
3. Use company-approved tools only.
## Responsibilities
- IT Admin: Enforce encryption protocols
- HR: Provide data security training
## Compliance
Violations may lead to disciplinary action, including termination.
## Review and Updates
Reviewed annually by the Data Governance Committee.
## Effective Date
January 1, 2025🔁 Version Control & Updates
Editing and Versioning
When you update a policy:
Edit the existing document via the editor
Save your changes—BlueDocs automatically increments the version number
Previous versions remain accessible for auditing
Users who previously accepted an older version will be prompted to re-accept the latest one
Tracking Changes
Version badges display next to policy titles
Change summaries can be added to explain revisions
View full version history in the policy interface
✅ Requiring Acceptance
Setting Acceptance Requirements
Once published, a policy can be set to require acknowledgment:
Assign to specific users or groups
Set acceptance deadlines
Configure automated reminders
For Users
Users will:
See pending policies in their dashboard
Be prompted to read and click “Accept”
Receive a timestamped confirmation of acceptance
Tracking Acceptance
Admins can track compliance via:
Dashboard summaries
User-level reports
Department-based reports
Policy analytics dashboards
🔄 Publishing and Sharing Options
Internal Access
Share organization-wide
Restrict visibility to specific departments or roles
Use folder permissions for sensitive policies
Public Access (Optional)
Make policies publicly available with “Make Public” toggle
Generate shareable links
Useful for vendor, partner, or regulatory access
Note: Public policies do not track acceptance
🔁 Assignment Automation
You can automate policy assignments using assignment flows based on:
Job Titles
Departments
New hire onboarding triggers
Recurring acceptance cycles
This ensures the right policies are automatically assigned to the right users without manual effort.
🛠 Administrative Features
BlueDocs offers a complete toolset for policy lifecycle management:
Bulk Assignment: Assign policies to multiple users at once
Deadline Tracking: Set and monitor due dates
Reminder Automation: Email or in-platform notifications
Compliance Reporting: Exportable acceptance data
Audit Trail: Record of edits, acceptances, and reviewer activity
📈 Best Practices
Writing Effective Policies
Keep the language clear and concise
Use consistent formatting and sections
Include real-world examples when possible
Add contact info for questions or escalation
Review policies annually to keep them current
Organizing Effectively
Use folders and categories consistently
Apply standard naming conventions
Regularly archive outdated policies
Link policies to related training for full context
Monitoring Compliance
Set reasonable but firm deadlines
Monitor the acceptance dashboard
Follow up with non-compliant users
Document all interactions and compliance metrics
🧩 Advanced Features
Training Integration: Link policies to relevant training materials
Approval Workflows: Enable multi-stage review for sensitive content
Analytics: Track adoption, views, and department-specific compliance
Data Export: Export compliance reports for audits or legal documentation
🚧 Troubleshooting
| Issue | Potential Cause | Suggested Fix |
|---|---|---|
| Policy not showing to users | Not published, or restricted folder access | Check status and permissions |
| User can’t accept policy | Status is still Draft or user lacks permissions | Publish policy and review access roles |
| Outdated version being accepted | User hasn’t refreshed or hasn’t seen updated version | Notify users or resend assignment |
| Flow-based assignment not working | Mismatch in job title or department in user profile | Check trigger configurations and user metadata |
📌 Conclusion
Creating and managing policies in BlueDocs ensures your organization has a scalable, trackable, and secure system for enforcing standards. Whether you’re implementing new governance frameworks, complying with regulatory audits, or simply formalizing internal expectations, the platform’s powerful toolset supports the full policy lifecycle—from creation and acknowledgment to review and retirement.
With structured workflows, automated assignments, and robust reporting, BlueDocs helps your team stay informed, compliant, and aligned.
Updated on: 02/06/2025
Thank you!