Best Practices for all types of users

We were pleased to host a lively policyIQ training session last week on the topic of Best Practices.  The session was enriched by the discussion that our participants offered in the live, online chat.  Participants shared their own best practices (like “Reports!”), and asked questions of their fellow policyIQ users.

Options for all types of users

During the training session, we defined three types of users that may be similar to user roles within your own organization.  For each type of user, we walked through some recommendations for how you might improve the policyIQ experience.

Here’s a summary of those tips!

Casual Users – “Standard” user access, logs in infrequently for sign-offs or certifications, or just to read critical information.

  • Add Favorites for faster access
  • Create Advanced Searches to pull together lists of relevant details
  • Optimize the policyIQ Dashboard

Advanced Users – Responsible for updating content or performing critical tasks in policyIQ.  Logs in regularly as a part of his/her daily work.

  • More Efficient Work
    • Use Advanced Searches to pull together the information you most often access with appropriate details
    • Utilize bulk changes when possible to minimize data entry
  • Improved Workflow
    • Evaluate and redistribute work when necessary to keep things moving.
    • Optimize your hand-offs with email communications or options to have the item sent directly back to you.
    • Route things for approvals appropriately – and with the right amount of communication

Site Administrators – Manages the policyIQ site for the organization.  The internal champion and “go to” person for structural updates to the application.

  • Perform regular maintenance
    • Archive using snapshots or extracts and purge older content
    • Review your user list to remove users who aren’t logging in
  • Create appropriate security
    • Create Groups for different levels of access – but don’t go crazy!
    • Manage overall password policy
    • Add Template level security
  • Keep things easy to use
    • Add default values to Templates – such as Viewers – when appropriate to minimize work of content creators
    • Improve Read Only Access with Dashboard text!

Help out your Casual Users!


We know that few of our “casual users” are regularly reading the policyIQ blog or participating in training sessions.  Instead, we recommend that your Site Administrators share some of these tips with those users so that they might get the most of out of their policyIQ experience.  We share an example of the cheat sheet in our slides, which can be found here in the policyIQ online Help guide.

If you weren’t able to join us, feel free to check out the recording of our policyIQ training directly by clicking here.



This entry was posted in Training by Chris Burd. Bookmark the permalink.

About Chris Burd

Chris is the Vice President of the policyIQ group at RGP. She gets geeky about compliance and technology, and gets to spend every day working at the crossroads of the two. With policyIQ since 2005, Chris has worked with hundreds of policyIQ clients to implement technology and enhance their internal compliance environment. In past lives, Chris worked as a system implementation consultant, a e-commerce specialist, a customer service call center manager, and - for one short but memorable summer during high school - a machine operator on midnight shift in a plastics factory. In her free time, she spoils her nieces, reads too many books, and spends more time than she should taking photos of her cats. She's on a mission to visit the hometown of every US President - so far managing to get to 14. She would like to be a rock star when she grows up.

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