As we start off a new year, it’s a great time to evaluate the tools that we are using to perform our daily tasks, and how we might make those tools and tasks more efficient. To help you with this effort, we’re bringing you a list of five great features in policyIQ that can add efficiencies to your work that you may not even be aware of. We’re adding new features with every release, and we know that you just don’t have time to stay on top of every new option. Here are just a few of those that we think you might want to take another look at!
1. Publish Reasons
When you publish a page in policyIQ, you are required to provide a “reason”. The expectation is that you offer a quick explanation of changes (if you are republishing a new version) or simply note that the content is new. Because those reasons are often simple and frequently repeated, we introduced a dropdown list of common reasons. But did you know that your organization can customize that list? If you primarily use policyIQ for compliance, add “Reasons” that relate to your Testing or Review processes. If you use policyIQ for Contract Management, add relevant explanations for new versus renewed contracts.
Ask a Site Administrator to go to Setup –> System Setup –> List Choice Types to make updates.
2. Custom Alerts
If you follow the policyIQ blog regularly, you might be tired of hearing about the value of Custom Alerts. Have you implemented any yet? Custom Alerts allow you to automatically notify individuals (or groups of individuals) as content in policyIQ is updated. They can be used for
a.) Alerting a Contract Owner as an expiration date approaches. (Or alerting a customer as an expiration date approaches on their contract! You aren’t limited to alerting employees or internal email addresses.)
b.) Notifying a process owner if a Test fails for one of their Controls in your compliance testing.
c.) Notifying a Risk Manager if a High Severity Deficiency is documented.
The possibilities are virtually endless.
3. Advanced Search
In October, we focused our monthly training session on using Reports, but we focused our time in the Reports module. Did you know that you can create and save simple reports in every module? Even your Standard Users can use the Advanced Search feature in the Home module to build lists of items that they frequently access. Check out some specific ideas from a blog post from April of last year.
4. Automatic Password Reset
If you still need a policyIQ Site Administrator to reset passwords manually – this is a feature you need to activate pronto! policyIQ has the option for passwords to be reset automatically if a user has forgotten their password. From the log-in screen, a user can enter his/her user name, and a new, temporary password will be sent out to the email address in policyIQ for that user.
Site Administrators can activate this feature by going to Setup –> System Setup –> Password Policy and simply checking the box for “Enable Password Reset”. Never reset a password manually again!
The policyIQ WhistleBlower module is an optional issue management tool that your organization can choose to activate at any time. Most companies already have a WhistleBlower hotline in place, but you can supplement your existing process by activating the feature in policyIQ – and giving all employees an electronic way of submitting concerns anonymously! WhistleBlower is available to Read Only users, as well as named users, so you can roll it out enterprise wide at NO COST.
You don’t really need another WhistleBlower tool? Have you considered renaming WhistleBlower to something like “Feedback” or “Suggestion Box” – and allowing employees to simply submit their ideas and recommendations? There are lots of great ways you can use an anonymous submission tool throughout the company – and with no cost associated, it’s worth exploring. The feature can be activated in Setup –> System Setup –> WhistleBlower Settings.
So there you have it – five great features that you probably aren’t using. Need some help implementing one of these great ideas? Contact our support team and we’ll be happy to help you get started!