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.

 

Earn free CPE: Introduction to policyIQ-October 20th

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

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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!

Imports: Create content in mass, in minutes!

Clients that are looking to use a GRC product like policyIQ are often intimidated by the typically long process of uploading all of their data to the software.  policyIQ helps make this process easier by allowing users with the appropriate permissions to mass upload data to policyIQ pages.  While organizing your own data is often a tedious process, the end result is a pain-free upload to policyIQ.  Here’s how you can get started.

  1.  Decide what kind of page or data you’d like to create in bulk, and create a Page Template for it
    For many, this first step can be the most challenging.  It’s one thing to say, “We’d like to capture Control documentation in policyIQ.”  It’s another to have a very clear understanding of what types of data you want to capture, the order you’d like them to be in, and many other aspects of the data gathering process.  Having a clear vision for what you’d like to capture makes the rest of the data import process that much easier.
  2. Where will your new pages of data sit?
    Content in policyIQ sits in a folder structure much like any other PC or disk drive you might store electronic files in.  Many clients choose to store files in folders that are organized by department name, division, geographical location, or other such easy to understand structure.  Each client and company are unique, so decide what is going to make the most sense for your users.
  3. Who is going to have access to these newly created pages?
    We always suggest using the import process to “fill out” as many aspects of your new pages as possible, including security.  Yes, even security measures can be included in your spreadsheet, with page-by-page adjustments possible.  While you may not have the exact individual user accounts created prior to conducting the import, you certainly can and should create the groups.  Perhaps a group called “Policy Administrators” will have administrative rights to all new policy pages.  This group can be added to page security via import, and the have the users added to the group at a later, more convenient time.
  4. Comb through and organize your data in the spreadsheet
    Massaging your data can be a tedious process-but making sure you have the right data associated with the right page is essential.  Take your time making sure that your data is in the right place.
  5. Import!
    With just a few clicks, begin the Import process in policyIQ!  Hundreds or even thousands of pages can be created in just minutes.  Refresh the table to check the import progress, or go grab a cup of coffee.  By the time you return, you can refresh the site to find all of your newly created pages neatly indexed into the folders that you selected.
  6. Continue making changes in bulk.
    With the right permissions, users conducting the import can continue to make adjustments to their data.  Want to add a group to the security?  No problem.  Other, more “complicated” changes such as adding an additional field, field selection, or other change to the content of your import can be done as well, with a feature called Import to Update.

Sound too good to be true?  It really is that easy.  Contact a policyIQ expert today, and we can help you get started with your new policyIQ endeavor.  The last thing anyone wants to do is create pages one at a time.  The Import function makes that process lightning quick.

Snapshots: Every policyIQ site should take advantage of this Free feature!

An often under-utilized part of policyIQ sites is the Snapshot feature, found in the Tools & Settings menu on the left hand navigation.

A Snapshot is a virtual  and complete backup of your policyIQ site database, containing all of your data at the time the Snapshot was captured.  Clients can schedule and store up to 5 Snapshots for FREE each year.

Many clients will elect to have Snapshots taken at quarter-end, or after testing periods and a large amount of work has been completed in the site.  As various testing periods continue and build up over time, old ones can be deleted off of the site.  To schedule a Snapshot, simply click Snapshots, and then click Add in the toolbar.   Select a date that you’d like to have the Snapshot taken.  Because you are able to schedule many in advance, you could, in theory, schedule your whole year in just a couple of minutes. Then, click Save.

So what do you do with Snapshots once they’ve been taken, and how do you access them?  Snapshots can be restored and reviewed for free for a period of 30 days (once each year).  The Snapshot will be presented as a standard, up-to-date policyIQ site (even for older versions of policyIQ) and made available via a separate, unique URL.

Clients that want to go back and review previous year’s work that has since been deleted can rest easy knowing that they took Snapshots along the way.

Questions?  Give us a call at 866-753-1231, and we can talk you through the process.

A Simple policyIQ Success Story

Two years ago, a nationally known oil and gas company came to RGP and the policyIQ team seeking some much needed help with their existing one-dimensional SOX environment.  In addition, they were acquiring a smaller oil and gas company, meaning they would be supporting two different Risk and Control environments for a period of two years.

The company met with me for a period of two hours, and we discussed their then-current Risk and Control environment.  It was a flat world, with a mix of internal drives, Word documents, Excel documents, and various versions of all risks and controls were being confused by members of their organization.  Version control was a constant uphill battle, and organizing all these documents into an easily accessible file for their audit teams was a struggle, as well.

Enter policyIQ.

In a matter of four total weeks, we had designed Page Templates for each kind of document they wanted to store:  Process Narratives, Risks, Controls and Tests.  These templates were completed with fields of varying characteristics, capturing essential details of each document type.  Each Risk, Control, and Narrative were uploaded to Excel spreadsheets by document type, and mass-imported to policyIQ.  Hundreds of Risks, Controls and Narratives were built into the site within a matter of minutes.  Organizing the Excel files was done with the help of a policyIQ expert, while the input of data and manipulation of various content was done by the client on their own time.  Within each import, we were also able to link Risks to the appropriate Controls.  All documents were organized within the folder structure by process area to ensure a familiarity with their organization.  Because they were acquiring a smaller oil/gas company at the time, we were able to separate all Company A documents from Company B documents.

Users from both companies were granted various levels of access to the policyIQ site, and to each document type.  While we presented them with several really locked-down, intricate security options, they elected to go a more generic route.  A common phrase we kept coming to was, “Keep it simple.”   In this way, their group and user structure was easily understood by all members of their management group.

Today, the company continues to enjoy the paperless world of policyIQ, and the reporting capabilities it offers.  Many reports are saved once they’re built, so running these reports on-demand is one click.  Results of the reports can be exported out of the system, emailed, or accessed by other users, if desired.

Finally, once all necessary testing on controls has been completed for the year, we open up the Narrative, Risk, Control and Test Pages to external audit users.  We set up these particular external users so that they see the finished product of SOX work only, and don’t have access to other solutions areas of policyIQ that the company takes advantage of: Policy Management, Contract Management and many more.

Have you found yourself in a similar situation?  This is just one of hundreds of success stories that we see every year.  Give us a call at 412.263.3330 or send an email to support@policyIQ.com to schedule a free, no hassle custom demonstration with a policyIQ expert, and see if policyIQ can help your organization.

7.6 Release Notes Training Session

A great opportunity for new and old users of policyIQ, our upcoming training session on Tuesday, June 7th at noon Eastern Time will serve as a point of reference for all new updates to our clients’ policyIQ sites.

During the session, our presenters will showcase new features of the product, including the exciting Approval Workflow Management update for Pages and Forms.  Approval Workflow feature the highly-sought ability for users to dictate the path a piece of content takes on its path to approval.

New custom charts and graphs have been added to the Report Builder, allowing users to create policyIQ Pie Charts and Bar Graphs that can be added to users’ Dashboards for easy visual convenience.

Security has also been simplified, with the removal of outdated and unnecessary features which, while were once imperative to the product, are now unnecessary.  In this case, less is more!

Accessing policyIQ from mobile devices will look a lot different, as our mobile experience has been revamped.  In addition to the modern, clean look, the mobile application now allows users to respond (fill out/edit) forms to which they have been assigned.  policyIQ Forms “on-the-go”!

We’ll also cover other aspects of the Release Notes, such as updates on browser information and other information–you won’t want to miss it!

Click here to sign up today!

Upcoming CPE Training from RGP

Thursday, June 30th: RGP Training Event (1 CPE Credit available)

In our quarterly financial reporting update, RGP’s subject matter expert, Shauna Watson provides a financial reporting and accounting review and analysis of the latest and upcoming FASB pronouncements, including lease accounting, financial instruments, and revenue recognition. By attending this session, you will learn what you need to know to comply with these changes and help your company to stay a step ahead.

1 CPE is available for your participation. This is a Group – Internet based basic level course and no prerequisites or advanced preparation is required.

To be eligible, please stay on for the duration of the webcast, participate in the polling questions launched during the session and complete the CPE survey.

Click here to sign up for the event on Thursday, June 30th!

7.6 is here! Learn the details in an upcoming Release Notes training session!

Join us for our upcoming training session where we’ll review the Release Notes of the latest version of policyIQ, 7.6.  

Click the link and select “Register” to sign up for the session.  During this time, we’ll review all new features of policyIQ, and discuss the best practices around using them.  Our team is super excited to announce the development of a complete Approval Workflow for 7.6, which allows users to set up, edit an apply a step-by-step process for approving content in the site.  These workflows dictate the path a document takes during it approval process, and includes step to step email and dashboard communication.

We’ve also developed new Charts and Graphs for dashboards, giving an executive look to users desiring a visual way of displaying certain aspects of their content.

Security has been simplified in certain areas of the application, with the removal of older and outdated page security technology.  Content can now have its security edited in a couple quick clicks of the mouse, with fewer, more simplified options. As we often find in the technology world, and certainly in the case of policyIQ security, less is often more.

Be sure to join us for this demonstration of our new features!  Contact our support team at Support@policyIQ.com with any questions!