Introducing the policyIQ Reader!

policyIQ has long provided read-only access to content that exceeds the capabilities of many other products. Not only are organizations able to provide read-only access to content, but you are also able to tailor that access to specific content for various audiences (rather than all/nothing, site-wide read-only access, as some other products icing on the cakedo). Here’s the icing on the cake…

Read-only Access is FREE.

An organization can set up as many read-only access accounts or users as you’d like at no charge. Just imagine the possibilities!

  • Employee Handbook
  • Corporate Policies
  • Policies and Procedures by Region, Location, Service Line, or Division of Business
  • External Auditor View
  • Compliance View
  • Public, Customer, Vendor, Partner or Student View

The sky’s the limit, really!

Now, policyIQ also has a new viewing option for those read-only access accounts:

policyIQ Reader

The policyIQ Reader allows a very light weight presentation of the content that you have chosen to share with any specific audience and it simplifies the reader’s view and access to the content. With the recent release of the 7.5.2 patch, your Read-only Access accounts now have two links provided at the bottom of the profile window: the traditional pass-thru link and a new policyIQ Reader link.

Reader Link

Just as you have in the past, you may place this link behind a shortcut on your intranet or internet sites and voila—it’s that easy!

If you would like to question-storm possible applications of free read-only access, we love that sort of thing and look forward to setting some time aside with you. Reach out to us! Support@policyIQ.com.

Talk to you soon and happy daydreaming about all of the things that you could manage more efficiently in one centrally accessible platform with governance, reporting, questionnaires, audit trail, managed workflow and more, right “out of the box”!

Optimize policyIQ for your Read-Only Users!

problemsolveOn two separate occasions within the past month, I’ve been approached by long-time policyIQ clients asking about ways to make their implementation of policyIQ just a little more friendly for their read-only users.

Thank you for asking!  I know it makes me a geek, but I love to have the opportunity to (virtually) sit with a client and problem solve.  In both cases, the organizations are using policyIQ as the portal to provide all policies, procedures, forms and reference materials to their employees.  (In one case, the portal is also publically available, as this non-profit organization must make their policies accessible to potential donors.)  The result is a lot of information – and the need to optimize how a user searches and retrieves the relevant content!

In this blog post, I thought I would share with you the top three issues that I discussed with these clients – and a few of the solutions that we proposed to solve them.

Issue: There are a small number of critical pages that our employees are always looking for – and they find having to search or navigate every time they need to access the page to be time consuming.

Users who are getting into policyIQ with read-only access do not have the advantage of being able to use “Favorite Pages” – so organizations need to be more creative in order to make the most common items easy to get to.  There are a number of ways to go about solving for this:

Solution 1: Link directly to a policyIQ page from your internal portal. 

It surprises me to find that a lot of our policyIQ clients still don’t know that you can link directly to a policyIQ page – including the pass-thru key that allows a read-only user to access the content without having to log into policyIQ.  Using these direct pass-thru links are invaluable if you want to give employees quick access to the most critical content, such as a Code of Conduct Policy.

Solution 2: Create a Folder at the top level of your hierarchy for “Commonly Accessed Pages”. 

Your read-only users don’t have access to Favorites, but that doesn’t mean you can’t create a “Favorites” Folder for them.  If you know that there are ten pages every user wants to access quickly, create a Folder at the very top of your hierarchy and make those items available.

Solution 3: Use the Read-Only Dashboard to link directly to the most commonly accessed items!  You can link directly to pages – so why not add a few direct hyperlinks to the most commonly accessed items right on the read-only Dashboard?  No searching, no navigation, no problem!

RO_commonlyaccessed
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Issue: We have policies where the official language might refer to “Travel Reimbursement” – but the search terms are more often something along the lines of “Travel Expenses”.  How can we make sure this still appears near the top of the search results?

It’s not uncommon for the “official language” used in a policy to be a little bit different than what your average user might be searching for.  The key is making sure that you still have those more common terms in a searchable field.

Solution: Create a Rich Text (HTML) field on your Template for “Common Search Terms”.  You have the option of making this field invisible to your end users by de-selecting the “View in Home” option when creating the field.  Whether it is visible or not, use this field to add common search terms that will help your users to find the page – even if the words wouldn’t specifically appear within the other text of the page.  (Tip – Make this field “Editable While Published” so that you can easily make updates even while the page stays published!)

RO_commonsearchterms
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Issue: When someone searches, they get a lot of results returned that may not really be relevant to their department.  How can we narrow down their search results?

Read-only access is a great way to grant all employees access to organizational content – but if your users are searching for information, they may finding a lot of results that are just not very relevant.

Solution 1: Use the Read Only Dashboard to illustrate to the user how they can narrow down their search results by choosing only Folders in which the relevant information might reside.  When searching in policyIQ, any user can choose to narrow down the search results by the Folder or the Template from which the content is created.  If you are looking for an accounting-related policy, for example, you can immediately narrow down your results to just those in the Accounting Folders.  IT content isn’t likely to be very useful.  Add this tip to the Read-Only Dashboard, so that your users know how to go this extra level in the search results.

RO_narrowsearchresults

Solution 2: Create multiple read-only pass thru links to your policyIQ application – and limit the viewers on pages.
For example, if I enter policyIQ as an “Accounting Staff Person”, the results of my search will already be limited to only those items that are relevant to someone on the accounting staff.  In order to do this, you’ll need to have multiple pass-thru links into policyIQ – and if you have an internal website where these links are located, you want to be clear about which link someone should click on.  (Tip – this is useful if you have just a few categories of users, but more than 3 or 4 and just figuring out which pass thru link to click on becomes a burden!)

Do you need more information on how to implement any of the recommendations above?  Do you have a different issue that you’d like some help to resolve?  Reach out and we’ll be happy to help you make the policyIQ experience as smooth as possible for your users.

Direct Links – No Login or Navigation Required!

Earlier this week, a client presented me with this challenge:

We have a process that happens in another software application, but we’d like to refer a user of that system to our policies in policyIQ.  But if someone clicks on a link to a policy in policyIQ, they are being asked to log in with a user name and password.  What do we do for those people who are just read-only users and don’t have their own user name and password?  Do we have to set up separate user accounts for everyone?

First of all, huge kudos to this team for using those links to pull together software applications that serve different purposes.  Secondly, I love that they reached out to ask the question.  In this case, the answer is easy to implement!

Create a link directly to a policyIQ page that requires no log-in

What they want is a link that goes directly to a policy in read-only mode, but never asks a user to login.  This is ideal if you are linking to content in policyIQ from an external source.

  1. Confirm that a Read-Only account has access to your page

    In order to create this type of URL, you first need to be sure that you have at least one “Read-Only” user account that is able to view the page to which you want to link.  These “Read-Only” accounts are free policyIQ users, so if you don’t have one already set up, you can do so without increasing your license.

  2. Locate the page you want to link to in the Home module
  3. At the bottom of the page, click on the Page ID to bring up the link window

    pageURL

  4. On the link window, select the read-only account (if more than one exists) that you want use
  5. Copy the URL provided

    pageURL2

  6. Paste that URL into any external source for access to the page!

Seriously, how easy was that?!

Keep security in mind: The link that you are creating is already embedding the log-in details right within the URL – so if the link is shared, anyone clicking on it will have access to the content.  Content that is highly sensitive and secured would typically not be shared in this manner, because you want to keep tighter control over who can see it.

For a little added security around your read-only accounts, you are able to define which IP addresses (the address of someone’s specific computer) are allowed to access policyIQ using that account.  Your company’s network has a range of IP addresses assigned – and restricting to just this range of address will prevent outside access, even if that URL should be shared externally.

If you have any questions about how to implement these URLs, contact us and we’ll be happy to help you!

Information is power—control the information and you’ll control the world!

Okay, we don’t really believe that policyIQ is the key to world domination, but it can certainly help your organization and associates to realize significant gains in efficiency!

Did you know that you could give your employees, members, or even the general public read-only access to your content (the content that you specify) for free?!

Sharing the Basics

Is your organization still updating and distributing a hard-copy of the company’s Employee Handbook? Save a significant amount of time and money by capturing your handbook electronically and then making it available company-wide—for free—using a Read Only access account. Your employees will always have access the most up to date information and you will not have to incur the print and distribution costs!

You don’t have to go company-wide

Did you know that you could create as many Read Only access accounts as you’d like? If you’re wishing that you could share certain policies and procedures with a select group of people, rather than company-wide, your wish is our command! Create a Read Only access account just for your Accounting Department or create one just for your Executive Leadership Team or your Board of Directors.

Oh, you want to go the other way and share with an even larger audience?

Do you have content that you’d like to share with the general public via your company’s website? Set the “Viewers” on a set of your content to a “Public” Group containing a Read Only access account for the general public and place the resulting Pass Thru link on your company’s website. This is similar to the way that some of your policyIQ non-profit peers share information with the public, as required by non-profit regulations.

Here’s how to get it done:

You might have to start by adding the appropriate Group to your Groups and Users structure. Remember, to restrict the viewing of your content, you have to select specific Groups to be “Viewers” on each Page. You can carry out this action of adjusting Viewers in bulk within the Create And Edit and in the Reports module.

Next, set up a Free Read Only access account similar to the way that you add a new user to policyIQ:

Pass_Thru_URL1
This Pass Thru link can be added as a Desktop Shortcut for simplified access for the Read Only group. To accomplish this, each of the Read Only users can perform the following steps: copy the Pass Thru URL from the Edit User window (pictured above), Right Click on your Desktop and select New > Shortcut, paste the link into text field where the blinking cursor appears, click Next and enter a name for the Shortcut, then click Finish. You might also suggest that your IT department include such a Desktop Shortcut on every workstation that they prepare for new employees.

Go Home. Go directly Home, do not pass the Login Screen.

Users with access to this Pass Thru link will be able to bypass the login screen and go directly to the Home screen of your policyIQ site. They will only see the content that you have made “viewable” by the Read Only account’s Group(s).

Note that you can provide specialized guidance to your Read Only users by changing the message that appears within the large pane of the policyIQ Home screen normally occupied by the Dashboard for Standard and Advanced Users. To customize this message and, perhaps, direct Read Only users on where to locate their content, go to Setup > System Setup > Site Style and Edit the Read Only Alert Text.

Let us upload your content for free!

One in three policyIQ clients still have not taken advantage of free Read-Only access. Are you among them? If you have any questions or would like some more guidance on meeting your organization’s specific needs, contact us and we’ll help you to begin benefitting by this feature almost immediately.

No time to populate policyIQ with the content that you wish to share company-wide via free Read Only Access Accounts? Let us help you. Send us policies from your Employee Handbook or procedures commonly performed by a large audience and we’ll add them to your site and set up a Read Only access account–all at no additional charge! Contact support@policyIQ.com for more information or to take advantage of this offer.