Information is power—control the information and you’ll control the world!

Okay, we don’t really believe that policyIQ is the key to world domination, but it can certainly help your organization and associates to realize significant gains in efficiency!

Did you know that you could give your employees, members, or even the general public read-only access to your content (the content that you specify) for free?!

Sharing the Basics

Is your organization still updating and distributing a hard-copy of the company’s Employee Handbook? Save a significant amount of time and money by capturing your handbook electronically and then making it available company-wide—for free—using a Read Only access account. Your employees will always have access the most up to date information and you will not have to incur the print and distribution costs!

You don’t have to go company-wide

Did you know that you could create as many Read Only access accounts as you’d like? If you’re wishing that you could share certain policies and procedures with a select group of people, rather than company-wide, your wish is our command! Create a Read Only access account just for your Accounting Department or create one just for your Executive Leadership Team or your Board of Directors.

Oh, you want to go the other way and share with an even larger audience?

Do you have content that you’d like to share with the general public via your company’s website? Set the “Viewers” on a set of your content to a “Public” Group containing a Read Only access account for the general public and place the resulting Pass Thru link on your company’s website. This is similar to the way that some of your policyIQ non-profit peers share information with the public, as required by non-profit regulations.

Here’s how to get it done:

You might have to start by adding the appropriate Group to your Groups and Users structure. Remember, to restrict the viewing of your content, you have to select specific Groups to be “Viewers” on each Page. You can carry out this action of adjusting Viewers in bulk within the Create And Edit and in the Reports module.

Next, set up a Free Read Only access account similar to the way that you add a new user to policyIQ:

This Pass Thru link can be added as a Desktop Shortcut for simplified access for the Read Only group. To accomplish this, each of the Read Only users can perform the following steps: copy the Pass Thru URL from the Edit User window (pictured above), Right Click on your Desktop and select New > Shortcut, paste the link into text field where the blinking cursor appears, click Next and enter a name for the Shortcut, then click Finish. You might also suggest that your IT department include such a Desktop Shortcut on every workstation that they prepare for new employees.

Go Home. Go directly Home, do not pass the Login Screen.

Users with access to this Pass Thru link will be able to bypass the login screen and go directly to the Home screen of your policyIQ site. They will only see the content that you have made “viewable” by the Read Only account’s Group(s).

Note that you can provide specialized guidance to your Read Only users by changing the message that appears within the large pane of the policyIQ Home screen normally occupied by the Dashboard for Standard and Advanced Users. To customize this message and, perhaps, direct Read Only users on where to locate their content, go to Setup > System Setup > Site Style and Edit the Read Only Alert Text.

Let us upload your content for free!

One in three policyIQ clients still have not taken advantage of free Read-Only access. Are you among them? If you have any questions or would like some more guidance on meeting your organization’s specific needs, contact us and we’ll help you to begin benefitting by this feature almost immediately.

No time to populate policyIQ with the content that you wish to share company-wide via free Read Only Access Accounts? Let us help you. Send us policies from your Employee Handbook or procedures commonly performed by a large audience and we’ll add them to your site and set up a Read Only access account–all at no additional charge! Contact for more information or to take advantage of this offer.


This entry was posted in Features and tagged by Stephenie Buehrle. Bookmark the permalink.

About Stephenie Buehrle

Stephenie is the “solutions” expert on the policyIQ team. With RGP since 2004, she designs and develops solutions that capitalize on the best practices of the hundreds of companies that she has touched, while tailoring each configuration to meet the unique needs of each client. Before joining RGP and the policyIQ team, Stephenie enjoyed working as an independent consultant in the non-profit sector. Stephenie also previously performed analyst services for a major brewer ranging from roles in biological and chemical services to analytical roles in business process improvement and innovation. Stephenie quips that she still doesn’t know what she wants to be when she grows up, but hopes to spend her days helping others (companies, individuals, and communities) to realize their full potential.

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