A complete solution – presented in a policyIQ CPE event!

As part of our ongoing quarterly CPE event for policyIQ, we are putting together something a bit different – and bigger – than normal!

Join us on Thursday, November 30, 2017 at 12pm Eastern Time for the one hour CPE event presented via the web, showcasing policyIQ’s abilities, features and processes for all of your Policy Management needs.  Hosting this session will be Chris Burd, policyIQ Managing Director, and Travis Whalen, policyIQ Product Manager.  Learn more about policyIQ’s solution possibilities here.

In this Introduction to policyIQ CPE session, participants will be able to (among other milestones):

  • See how to utilize the import utility to centralize previously disparate content
  • Secure documentation with read, write and edit access – and approval processes
  • Apply search and reporting features to quickly gather information that is critical to decision-making

Sign up for this training here, and learn more about how policyIQ can be an effective solution for your organization’s Policy Management needs.

 

Our policies have been created…now what?

Many organizations have used policyIQ for their Policy Management needs, and each client of ours has their own unique needs and for providing transparent and accessible policies to their users, public website, auditors, or other audience type.  However, the process is largely the same, regardless of the unique needs.

In nearly all cases, the policy content is created in policyIQ, reviewed, approved, and then published.  Making that content available is where the differences come in to play.  There are a few options for doing so:

A shared, Read-only account:

Create a Read-only user account in your policyIQ site (which is free, by the way), and apply the Read-only account as a viewer only on all applicable policy pages in your site.  Be sure to make sure that this account also has view access to the necessary folders, as well.

Then, share the Read-only account credentials with your user base.  Once logged in, the policyIQ view this user will have is a scaled down look – just folders and policy content, in this case.  Because the very nature of the account is Read-only, there is minimal risk in sharing the credentials with a large group of people.

A shared, Read-only account accessed via policyIQ Reader:

A similar process to the one above, but with a different look to the program and no login needs.

After creating the Read-only user profile and applying the user to security where necessary, edit the user profile.  Under the “required” tab of the Edit User window, scroll to the bottom to find a unique link called “policyIQ Reader“.  This hyperlink can be placed anywhere you like: bookmarked in your browser, stored on your desktop, placed in a shared network drive, or even on your intranet.  Once a location is selected, users anyone that clicks the link will gain instant, Read-only access to your policyIQ site.  No login required, and the “reader” look – a straightforward, no nonsense look at content, which is displayed in the table area to the right instead of a separate window, as seen below.

pIQ_Reader

Individual Read-only accounts:

Create an individual Read-only account per-user, which allows for greater flexibility in terms of seeing policies that are applicable to certain divisions, but not others.  Perhaps your finance and accounting folks have policies and procedures that apply to them, but not to the vast majority of other employees.  Creating separate accounts for everyone ensures the user experience in the product is directly related to their role.

 Individual policies accessed from an outside source:

Some of our clients choose to have their policies accessed from their primary company website.  In this case, the policyIQ pass-through link is ideal: eliminate login needs, access individual policies, and don’t display the main policyIQ site from which the policies were created.  Instead, display only the pages themselves.

Create a primary Read-only user account, and again add it to the view security on all applicable pages.  Now, view a page of your choice that is published.  A the very bottom, the page ID sits, and contains a link.  Click the link to open a small window that contains the policyIQ Passthrough link .  Copy and paste this link to the destination of your choice.  Selecting this link from an outside source will open the policy page only, and not require a login to the system.

Next steps:

Did you know policyIQ also handles Policy Sign-offs, as well?  It’s a simple process at a minimal cost.  Add Standard Users to your site in bulk (50 to over 10,000+) to completely revamp the way your organization automates creating, approving and storing certifications and sign-offs.

Does something here sound like it might be right for you?  If so, let’s talk about it!  Scheduling a half hour with a policyIQ expert on our team is not only free of charge, but will pay dividends moving forward as the management of your processes becomes easier by the day.  Many adjustments to existing sites take minutes to change, and new sites are even simpler!  Contact us at Support@policyIQ.com or 412-263-3330 to begin.

 

Executive Oversight in policyIQ: Dashboards, Charts and Graphs

Does management want or need oversight of your policyIQ work?  Perhaps YOU want a quick way to check the progress your team has made on SOX work, audit prep, policy updates, or the like.

Simplify the sometimes chaotic world of GRC documentation with policyIQ’s arrangement of Custom Charts and Graphs – all available to be placed on any Advanced user’s Dashboard.

Charts and Graphs are a visual version of your reports in the system.  Simply create a new Page Report, and then choose a chart or graph as your Report Layout. Perhaps control owners are updating controls for the new SOX year – or maybe even performing testing on financial controls.   Set the report filter to any of these types of content.

As usual, pick the display filters/columns that you want to see in the results, with the first or top selection being the chart parameter (how you’d like the chart divided up).  In the case of many site administrators, they’re going to want to set the chart parameter to something like Stage – which will show which pages are in draft, are checked out, or are finished and published.

Save and run the report/chart, and see your results!  Because it is built in the same spirit as a report, the chart can be accessed (with proper security setup) by other users in the site, and even stored on their Dashboards.

Thinking about automating administrator oversight of your policyIQ site?  Look no further than Custom Charts and Graphs, available on every policyIQ site!

policyIQ 7.8: Saving Clicks – One Rule at a Time

In the GRC world (like most others), time is money.  Finding a tool like policyIQ that keeps your organization’s critical documentation accessible, updated and organized is key.  But even within our own tool, we’re always looking to make our software simpler for users to interact with, and improve the experience for our users.

policyIQ 7.8 (available this summer) will feature Field Rules for the very first time.  Field Rules will allow Administrators to set up behind-the-scenes triggers on user selections of List Fields that change other fields on the same page or form.  For example, Field 1 may have a rule built that electing “Yes” on that field will prompt the following 3 fields to be required.  Or, that same field could have a response of “No” trigger all remaining fields to be skipped (and the user wouldn’t have the option to fill them in).  Alternatively, you could also set up fields to be auto-filled with an answer.

Talk about a game-changer!  A feature like this will likely cause our clients to want to rethink the way they have their templates set up, and what kinds of questions they ask for Controls, Testing, Policies, or and type of sign-off or certification.

Other features Global and User List Fields are going to make our users happy, as well.  Gone are the days of spending lots of time building a List Field only to have to replicate that work throughout in other templates.  Now, Administrators can create a List Field outside of the template area in the Global List Management area.  Once the list is created, access it from any Template!  Think of it as a “shared list”.  Need to make updates to the list?  Make the change in the Global List Management area, and those changes are reflected on all pages new and old – saving a ton of “maintenance” type work.

User Lists are List Fields made up from user accounts in the policyIQ system.  Rather than typing out user names in a list field, select a group in your groups and users tree to make up your List Field options. Done!

Other features will allow you to:

  • Create a page that is pre-linked and indexed to a folder
  • Delete and replace an attachment in one click
  • Use field prompts on Forms and Pages
  • Toggle Linked Field properties on/off
  • Add company logos when printing pages

7.8 is all about saving clicks, increasing productivity, and making the management of content and data easier.

To be first in line for policyIQ 7.8, or to get an early demonstration of how these features will work, contact us at 412-263-3330 to set up some time with a policyIQ expert.

Pinned Items on Dashboards: A 7.7 Feature that Flew Under the Radar

While the release of policyIQ version 7.7 brought some big features to the software, there were a few smaller ones that didn’t gain as much attention as they deserved.  One of those is called Pinned Items.

Pinned Items

Pinned Items is a feature available to Site Administrators under the Tools & Settings menu on the left hand navigation.  This tool is used to “pin” items (Pages, Files, Public Form Templates, or Reports) to their user’s dashboard item “Pinned Items”.  Think of it as “universal favorites” for your site.  The appearance of the Dashboard item is not in the individual user’s control.  Instead, it appears automatically at the top of Dashboards, and only if an item has been pinned.  Moreover, the security settings of that item still apply even if the item has been pinned.  When all pinned items have been removed, the Dashboard item will be automatically removed from the dashboards on which it appeared.

Pinned_Dashboard

Finally, and most importantly, local security (security at the content level) still applies to items that are pinned.  For example, suppose you have a published page and you’d like to pin it.  The security settings on the page itself are set up to allow 5 our of 10 total users to see it.  If this page is pinned, it will appear automatically on the Dashboard for those 5 users.  Users who do not have viewership of the page will be unaffected, and wont see the page or Pinned Items Dashboard item.

Common uses of Pinned Items:

So far, clients have applied Pinned Items in several ways.  The three most common?

  1. Instructional content -Some Site Administrators have wanted a way to put instructional content (either related to their pIQ content, business practices, or
    pIQ-specific instructions) in front of their users that is ultra easy to find.
  2. Favorite Reports – Each user has the option to add reports to their favorites (which is another Dashboard item).  The problem is that each user has to individually add these themselves.  Pinning a report solves that problem, and opens it up to anyone with proper access.
  3. Others – ANYTHING that you want to put in front of your users.  Specific content, a reminder of a corporate policy, etc.

Let us know if you have questions about this feature, others, or best practices!  We are always happy to help.  policyIQ: 866-753-1231

 

2016 went by fast…here’s some features you may have missed!

As last year came to a close, our policyIQ team was discussing all the new ways customers could now use our product – and we managed to surpass our expectations for the year!  While some features simply add small functionality to the software, policyIQ’s 2016 releases contained HUGE improvements to visually displaying content, content history and increasing content efficiency.  And the great news is that 2017 is looking to perhaps even surpass last year’s features!

Linked Fields

Highly anticipated and incredibly useful, Linked Fields are going to change the way content in displayed in policyIQ forever.  A common need from our user base is to be able to view a Control page, but also see some information from the Risk it is mitigating.  Linked Fields make this a reality!

linkedfieldsimage

Insert a Linked Field on your Control Template, and point it to a Risk template field of your choice.  In the example here, I’m just pulling in the field “Risk Description”.  The field is shown and the properties of which are displayed just above the field content.   You can add as many Linked Fields as you’d like!

Because the fields are linked, any changes made to the Risk Page description will be reflected and displayed on the Control Page.  This saves you time, and ultimately ensures that your content is consistent without having to think about it!

Custom Charts and Graphs

chart

Super simple to create, Custom Charts and Graphs can be used to provide oversight to a process within your policyIQ site, project manage, or any other number of uses.  Simply build a new Page Report and choose a chart or graph as the report layout.  That’s it!  When selecting items to display (columns), keep in mind that the top or first item selected will be used as the chart parameter (the way the chart or graph will be divided up).  That’s it!  Save your chart and even add it to your Dashboard for review.

HTML Field History

htmlhistory

Users can now have access to the history of their HTML fields in policyIQ.  Upon each save of data within an HTML field, version and change records are kept.  After a history is established, click the blue “History” link button just above the field when viewing a page to view the Field History.

On the right, select a version of the page to view.  Changes made within that version can be toggled on and off using the “Show Markup” toggle in the toolbar at the top.  If at at point you’d like to revert to an old version of the field, select the version to display, and then click “Restore” in the toolbar.  The history window will close, and your HTML field will show the reverted version.

Other Features

There are a whole lot of features that have been added over the last year!

Form Bundle Imports 

This tool allows a user to create their Form Bundles in Excel outside the system, and then import them into policyIQ.  This helps users work offline, and in some cases, much faster.

Sum/Average Report Results 

These rows can be added within the report builder to page detail reports by clicking the checkbox on the report builder screen.  Within the results of a report, two additional rows-sum and average- will be displayed as a calculation of numerical fields across all pages in the results.

Delete Open Forms

Form Administrators will love us for this one.  Those outstanding open forms that you just couldn’t get rid of?  Now you can delete them, and keep your form results perfectly right.

 

7.7 Feature: Custom Chart and Graph Data Output

In policyIQ version 7.6, we introduced our clients to custom charts and graphs for the very first time.  This feature lets users to show their data using the chart or graph output of the report builder that they use in other areas of the product.

chart

After its release this summer, many users provided feedback that they would like the ability to access pages directly from the chart or graph.

Great news-we listened!

Clicking the “Show All” link within your Dashboard chart or graph will now display all content that was generated.  The data will be displayed in the table row by row just as it would if it was generated using a typical Detail Report layout.  At this point, users can take action on items by selecting them and looking to the toolbar for their options.

The only part of this experience is the generation of the chart or graph itself.  Originally, we only allowed users to select one “column” for the chart, and this selection would dictate how the chart was divided up (in the example above and below, we divided by page Stage).  Because users wanted to interact with the data, we wanted to allow users to add more than one “column” of data so that clicking “Show All” would yield more than a single column worth of results.

chartcolumns

When generating the chart, select as many columns as you like, making sure that the selection you want to divide the char tor graph by is in the first position (above).  Click save, and then save and run your chart or graph.

The chart will generate, and you can then select “Show All”.  Here are the results for my example here:

chart_data

You can see that any typical action can now be taken on your results…not bad, huh?  We’re excited about it, too!  Think of all the ways you may want to use custom charts and graphs in your processes.

If  you’d like to provide us additional feedback, please do!  Support@policyIQ.com

Earn free CPE: Introduction to policyIQ-October 20th

Please join us for our quarterly “Introduction to policyIQ” CPE event on Thursday, October 20th.

Title.png

Our quarterly training sessions are developed to provide general training on how policyIQ works, how content is created and stored in the site, and other basic functions of the software.  Based on feedback we’ve received in prior sessions, we’ll showcase our Reports feature a bit more fully this time around.

1 CPE is given to all attendees that participate in all polling questions, stay online for the full duration of the training, and complete the survey that follows the session.

We look forward to hearing from you!

Our next great feature: Linked Fields in policyIQ

Does the task of updating control documentation in more than one location seem redundant and a drag on your day?

Changing the description or general governing details of any page in policyIQ can create a wave of changes that need to be made in other places in the site.  Wouldn’t it be great to make the update once, and have that update be reflected everywhere?

It definitely would be.  Consider it done!

linked_fields_test_example2

The next update of policyIQ will include a new field type: Linked Fields.  This field will be a field that is auto-populated with the data from an existing field  on a linked page.  For our SOX and Audit clients, think about things like control descriptions.  These descriptions are periodically tweaked, and that change needs to be reflected anywhere the description appears.  We’ll create a linked field on our test result pages that are likely linked to this control page, and point it at the description of the control page.  Because of this setup, the control page can be updated, and the test page will automatically pick up those changes.

Add_Linked_Field.png

Creating new linked fields is easy, and it’s coming to your policyIQ site in the next few months!  Please contact us with any questions or thoughts on how you may take advantage of this huge new feature.

 

Budget for 2017…have you considered using policyIQ Forms for Sign-offs, 302 Certifications or other uses?

Many companies are heading into budget season for the 2017 Fiscal Year, and for many policyIQ clients, that means considering how you’ll be using our software in the coming year.

Did you know that many clients choose to take advantage of policyIQ Form functionality?

form

While forms look similar to policyIQ pages, they are operated and used in very different ways.  Pages tend to capture items that are around for the long haul: policies, controls, risk documentation, contracts, audit data, etc.  These items can be checked in and out of user’s editorial control, and are typically publicly available on the site.

Forms, on the other hand, contain more of an “instance” type  of data, capturing point in time data.  Forms travel privately between the Administrator (the user sending them out) and the recipient only–there is no “Checking out” or “Checking in” a Form.  An administrator will typically send out many forms at once, in mass.  These forms may contain one or many fields, and the form itself can actually have a page (which in the case of using forms for policy sign-offs, the page would be an individual policy) displayed within the form.

form

Follow up with your users that are responding to forms is also a breeze, and is easily one of the best parts of using policyIQ forms.  Follow-up communication can be automated, meaning the hassle of staying after your users to submit their certifications or other documents is out of your hands!

automated_email

Users who need access only to respond to forms are called Standard Users.  Standard Users have the ability, like Read-Only Users, to browse the policyIQ site and only read published content, and also respond to Forms.  These Users are typically purchased in bulk increments, and come at a lower price point than adding Advanced Users.  Because of this, it makes policyIQ an ideal place to conduct your Policy Sign-offs, Certifications, Control Self-Assessments, or Account Reconciliations.

Contact our team to inquire about adding Standard Users to your policyIQ site for this coming year.  Save time and money by eliminating other software tools and the hassle of sending hundreds of emails–conduct all of your work in policyIQ!