<Using Folders in policyIQ is about more than just organizing your content. You want to optimize your user experience, create hierarchies that allow for reporting at multiple levels and increase your overall organizational efficiencies. There are a number of unique features of policyIQ Folders that can help you to meet these goals.
Improve the User Experience
1. Restrict Viewers to just those users for whom the content is relevant
Restricting Folders to just those viewers for whom the content is relevant is not just about great security, but it’s also about great user experience. As an employee in the Marketing Team, I may be permitted to have access to the Accounting Policies and Procedures; but if I have to navigate around a variety of Accounting-related folders to get to my team’s information, it’s not adding value and it’s costing me time.
Consider what Folders are very department or group-specific – and limit the access to Folders to reduce clutter for other users.
2. Reorder Folders with most accessed at the top
Are you using policyIQ for your SOX compliance? Do you have your older documentation at the top of your Folder structure with new years listed below? Do you have your Employee Handbook at the very bottom of the tree?
Think about what your users are trying to get to most frequently – and put it at the top of the hierarchy, as well as at the top of the list.
3. Reorder Pages within Folders
I’ve recently discovered that many users didn’t even know that you could reorder pages within a Folder. Think about how your users might want to view the information – either with most frequently access information at the top, most recently published at the top, or perhaps even in alphabetical order. Reorder pages to make the most sense for your users!
To reorder Pages within a Folder, navigate into the Folder in Create And Edit.
(Look for even more options in the upcoming version 7 release for sorting and filtering within tables!)
Create Hierarchies for Reporting at Multiple Levels
1. Build Hierarchies in Folders for “Roll-Up” Reporting
While most relevant in the various areas of compliance, roll-up reporting may be relevant in all sorts of policyIQ implementations. Of course, our Sarbanes-Oxley clients know that being able to create a structure for Business Processes and sub-Processes allows them to report on, for example, all of “Accounts Payable” or focus a report on just “Vendor Management”.
In the world of policies and procedures, however, similar reporting may be important. What procedures relate to your entire Accounting Department? What procedures are specifically around your Accounts Payable group?
Creating a structure that allows you break down results into levels – all of Accounting versus just the sub-folder of Accounts Payable – provides valuable insight.
2. Create Multiple Hierarchies – with Pages Indexed in Both
policyIQ allows you to take any individual page of content and index it into multiple Folders. Why? Because not everyone looks at information in the same way – and your audience may need to break down your results in different ways. Do you need to report on Controls both by the Business Process in which they sit and the Location in which they are performed? Create multiple hierarchies to allow for reporting in both hierarchies.
I recently spoke to a client who specifically created both hierachies not just for reporting purposes, but so that his users at individual locations had a single place to go to see all of the Controls that applied to their business.
Improve Efficiency of Audit Review by External Auditors
When you are thinking through all of the above options for your internal audiences, don’t forget about those external audiences who may be reviewing your documentation. External Auditors, Regulators or Investors may need to access your content – what is their most likely path to getting to the most valuable content?
Compliance and Regulatory Auditors will likely want to see the current year’s content easily – with links and easy access to testing evidence and results. They want to be able to find critical policies with ease (and know that employees can also find those policies easily). Investors want to be able to easily review current contracts, patents or trademarks.
Create structures that make those investigations easy and save your organization time and money.
What tricks do you use for optimizing your Folders in policyIQ?