You’ve put a lot of time and effort into the implementation of policyIQ, so how can you ensure that your work will pay off and prove to be valuable for the organization in the long run?
Configure with the future in mind.
If you’re working on your policyIQ configuration or thinking of re-working your policyIQ configuration, it’s worth it to take the extra planning time and configure as if your policyIQ site will likely expand in the future—this will ensure that your current effort yields long lasting benefits and will save time when your organization decides to expand in the future.
Here are some tips for making policyIQ’s configuration sustainable for the long term:
- Keep the recommended Setup structure intact and simply make those structures that you are not currently using “invisible” to end users.
- Make your intentions plain to see! Have you noticed that you can add “Static Text” fields to your Templates? If you think that your end users might misinterpret the intended use of certain fields or a template or not know what to do with the Page once they’ve finished developing it, you can use Static Text fields to provide instruction directly on the Pages. You can even choose to make these Static Text fields NOT Viewable in Home—so that they’re helpful to the content creators, but not visible in the Published versions in Home
- Keep it simple: take care to not have “too many cooks in the kitchen”—in other words, don’t grant several different users administrative rights to the site’s Setup. Do not overcomplicate maintenance by having custom Viewers rights on each of your Folders. You can also keep it simple, or minimize the necessary maintenance effort in the future if you add Group names to the local rights of your Pages or Forms instead of individuals’ names.
- Avoid painting yourself into a corner: Use the standard or default Roles for your users. If you find that you have a need for a custom Role, create a new one and enable the desired permissions rather than making a change in the permissions to one of the previously standard Roles—this will make it easier for other administrators and policyIQ support to understand and maintain the site going forward.
If you think that your configuration has already crept so that you’re not sure what would be ideal for the future, give us a call! We’d be happy to review your configuration with you.
Speaking of open to interpretation…
What do you see? Do you see the profile of an old woman looking down or the profile of a young woman looking back over her right shoulder? Maybe you see something altogether different!
Most people, when given a picture, word or scenario to consider, will develop their own interpretation that is not exactly the same as the next person’s. For this reason, we recommend capturing your configuration decisions in writing. We even provide the framework for you to do so in the policyIQ Reference Guide.
Regardless of whether or not you choose to use our framework, we encourage you to:
- Document your intended purpose for policyIQ
- Document the types of content that you’re capturing,
- Document your definition for each of the fields and
- Write out the procedures for your end users.
- Who initiates new Pages?
- How should they link Pages?
- What Folders do they put them in?
- What steps do they take to ensure the proper review takes place?
Keeping such a “policyIQ Diary” will be very helpful to your organization in the future. And be sure to make all of this valuable information easy to find—you can put it into a “policyIQ Training Manual” or a similar Folder within your policyIQ site!
This will ensure that all of the effort that your documentation team put into the configuration decisions will be easily transferable to new users and to your replacements once you win the lottery and move to that tropical paradise of your dreams!