How do I update an existing file (version update)

Steps:

Locating the file you want to update

1. Log in to your Policy Passport profile

2. Click "Admin"

3. Click "Files"

4. Click on the file you want to update

5. Click "File Actions"

6. Click "Upload new version"

Updating the file

Once you have clicked on "upload new version" the system will create a copy of all the main attributes of the previous file and archive the 'old' version for tracking version history. 

The below steps must be followed to the end in order to complete the version update. 

File Name

1. The file name can be edited if required. 

2. Click "Next"

File Upload

1. Upload your updated file

2. Click "Next"

Version and Priority

1. Give your file a new version number

2. Assign the file to a category 

3. Change the days needed to complete the file if required

4. Click "Next"

Note and optional details 

1. To display a note, tick the box to add a display note

• A display note is helpful if you want to display any additional details about the file to the users.

2. Add a reminder date if required

• Reminders are useful if you want to be reminded to update or change the file. Please note that this is an internal reminder for administrators for when a file is due for internal review/update.  

3. Click "Next"

Questions

1. The questions from the previous version of the file will be automatically copied. The number of questions can be changed. 

2. Review the questions that were on the previous version, and click on edit should you wish to change any of the questions. 

3. Click "Next  →"

Feeback & Acknowledgement 

1. Feedback and acknowledgment section

The feedback and acknowledgment from the previous version of the file will be automatically copied. The wording or activation of these features can be changed if required. 

• Tick the feedback box should you require the user to give you any feedback after completing the tasks associated with this file. This feedback will appear in a separate excel sheet on your reports.
• Acknowledging policies are not mandatory, but they serve as an agreement between the company and the user. Tick the acknowledgement box if you want the user to acknowledge the content contained within the file.

2. Click "Next"

Manage Groups & Publish

1. Change the assigned groups by clicking "Manage groups"

• Please note: The groups assigned to the previous file will remain unchanged after the version update. You are able to add or remove groups should it be required.

2. Click "Publish now"

• Once you have published the file the process is completed, and the system will be reset. All users who previously completed the file will have to do so again.

• Please note that a prompting email will be sent to all assigned users the following day

  
  

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