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

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!

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!

Look for policyIQ Mobile Improvements in 7.6

Users looking for an improvement in policyIQ mobile technology should be excited to learn that version 7.6 will feature the ability to respond to forms. Complete with a brand new skin and home buttons, the mobile user interface will be a welcome sight to users working on cell phones, iPads, and other mobile devices.

Mobile1

To access the policyIQ mobile application, simply log into your policyIQ site from a mobile device.  The software will detect that you’re entering the site from a mobile device, and switch you to the mobile interface.

Immediately, you’ll see the updated skin and interface of the mobile application.  The big news and newest mobile feature is that users can now fill out and respond to forms, as seen below.

Mobile2

When your site is upgraded to 7.6, be sure to check out the new mobile application!

New for 7.6: Dashboard Charts and Graphs

Horizontal_Graph.png

New to policyIQ 7.6 is the ability for users to create custom charts and graphs, and have them displayed on their Dashboard.  Many users enjoy having some portion of their data displayed in a visual way, and the Custom Charts and Graphs feature of policyIQ 7.6 answers that call.

Our vision for these custom items allows users to build a custom pie chart or bar graph containing policyIQ data of their choice.  These will each be built in the same manner that a report would be, but with a limitation on the number of columns of the report. Let’s take a look at how to make one.

Create a New Chart or Graph

Creating one of these is easy as pie…no, really!  Begin by creating a new Page report, and then selecting the “Layout” as Pie Chart.  For filters, think of what data you are looking to display in the chart. I ultimately want to see visual progress of my team’s work on updating the policies in my Employee Handbook folder.  For this example, I selected my Policy Template, which is going to give me Policy Pages only in my results. I also want to make sure that I am picking up only policies that sit within my general Employee Handbook, so I’ll add an additional filter that contains the folder that these policies sit within.

For Columns, we need to understand that this will be “how the pie is cut up”.  In other words, what is going to decide how my pie is sliced?  I chose Stage as my column, because  this will show me the progress of my pages becoming published.  When my project started, all existing policy pages were checked out to individuals throughout my department for review.  As they become edited, reviewed and approved (Published) again, I’ll know where our progress is at by their status within this chart.

Chart1.png

Save the report you’ve built, being sure to have named the report and selected the layout of your choice (in this example, Pie Chart).  Once saved, close the report builder window.  Back on your Dashboard, go to the toolbar and select Add > Chart to Dashboard.  Select the created chart, and click Save.  The chart will display on the Dashboard.

Moving Forward

Each time that you login, the newly created chart will display on your Dashboard.  To update the chart with the most up-to-date data, click the Refresh within the chart window. In an effort to keep policyIQ running quickly for our clients, our charts are set up to refresh only when the client elects to do so.  So, be sure to click the refresh or look at the time stamp (located under your chart image) of the most recent update to the chart in question.

There you go!  That’s all there is to it.  Think about the types of data you may want to capture in chart or graph form on your Dashboard.  If you need any help pulling it together, contact policyIQ Support–and you’ll be up and running in minutes.

Support@policyIQ.com

Site preparation for policyIQ 7.6 is easier than you think!

policyIQ 7.6 is right around the corner, so it is time to begin prepping your site!  With just a few quick changes, your site will be set up for quick and easy conversion to the newest version of policyIQ.

“Viewer Set 2” Removal

In short, we’re simplifying security for Viewers on Pages and Forms.  In addition to removing the “And Above” and “Above and Below” security settings, we are also simplifying the number of viewer sets.  Today, we have two: Viewer Set 1 and Viewer Set 2.

The reason for two sets was that in old versions of our software, these two sets acted as a cross-reference.  If you were a member of both sets of viewers, then you could see the page. Since this time, we’ve built the new custom Groups and Users’ structure, which negates any reason to have two viewer sets.  Anyone listed in the  Viewers part of security will have read access to the content.  We’re working with clients to make sure they have groups or users in the second viewer set removed before the conversion to 7.6.  policyIQ will automatically COMBINE the two viewer sets upon conversion to 7.6, which may open up the page or form to more users than you want.  So, be sure to take advantage of our free offer!

Viewer_Set2

New Standard Reports, available right now in your site, shows all pages or forms that have Viewers in Set 2.  As a matter of best practice, run either report to see where you have content with groups or users in Set 2.  To adjust, highlight a page or form in the table and go to Edit>Change Viewers.  This screen allows you to adjust the Viewer security on the page or form in question.  Save your changes when finished.

It is important to keep in mind that there are easy ways to make these changes in mass, should you prefer a faster method.  We’re offering to do this with you for FREE.  All you need to do is reach out, and we’ll schedule a 20 minute working session with you.

“Always Notify Approvers”Removal

7.6 will also remove the “Always Notify Approvers” option from Page and Form templates.  This option, when populated with users, will automatically notify them upon the approval of a page or form in the site.

Always_Notify

The new version of policyIQ will remove this as an option because the “Always Notify” action will take place anyway with the new Approval Workflow processes (we’ll have more coming soon on Approval Workflows!).  Each step of the Approval Process will automatically notify users in the next step  of the workflow, (and have an option of emailing them, as well) so there is no longer a need for this option.  Users may want to rework their approval process because of this, and be sure that the right people are being notified and emailed during the approval process for pages and forms.  This feature ties directly in with the addition of Approval Workflow…see below for some insight into the new feature!

Approval Workflow – More to come!

The biggest and most involved part of 7.6 requires its own blog post..so look for details on this very soon!  The policyIQ team has constructed an environment for users to create set-by-step Approval Workflows, ensuring that documents can pass through a complete process before being published to your site.  Each step allows for a group or users to be selected, and groups can be an ANY or ALL approval setting.  When the document passes from one step to another, users will have the option to email those in the next step (with all users in the next step automatically being notified on their Dashboard). Much more to come on this in a separate blog post!

Let us help you with “Viewer Set 2” and the “Always Notify” changes to your policyIQ site!  Contact us today to set up a 20 minute working session!