Roles and permissions
The following object roles can edit policy approvals:
Anyone with manager permissions for the approval.
During the policy approval workflow, Hyperproof users are assigned approvals for specific policies. Approvers can mark the approval as Approved or Request changes.
If all approvers mark their policy approvals as Approve, the policy's Approval state is set to Approved. The policy manager who initiated the approval receives a notification each time an individual responds with Approve.
When the policy is set to Approved, Hyperproof automatically creates proof of approval and adds it to the policy version.
The policy manager can change the policy version stage to Effective. Hyperproof automatically changes the previous Effective version's stage to Retired. If the policy document was created or edited in the policy editor, Hyperproof automatically generates a PDF of the document when the policy version stage is set to Effective and links it as proof to the policy version.
Once a policy document is moved to Effective, Hyperproof locks it, preventing further edits. If the document was in a Cloud Storage location for external editing and LiveSync was on, when the policy manager moves it to the Effective stage, they can choose to perform a final sync to apply any final changes to that document. Changes might include the final approval date or a list of approvers.
To make the approved Hyperproof version effective
From the left menu, select Policies.
Select the policy being made effective.
The Overview tab displays.
Select the Document tab.
The Approval version is displayed by default.
Click the Stage drop-down and select Effective.
The Change status warning displays, indicating that promoting this version to Effective changes the status of the current effective version to Retired.
Click Change to continue.
The Make Effective window displays.
Complete the following fields:
Effective - Date this version is effective. Default is today's date.
Owner - Primary contact for this version. Default is the policy owner.
Next version - Date that an updated version of this policy should be in place. Default is one year from today.
Next review - Date that the next review cycle should begin. Default is 11 months from today.
Sync the latest changes from the source before making it effective - This checkbox displays only if the document was being updated via LiveSync. It provides a final opportunity to synchronize with the source document before Hyperproof locks the policy document.
Optionally, check the Sync the latest changes from the source before making it effective checkbox. This checkbox displays only if the document was being updated via LiveSync. It provides a final opportunity to synchronize with the source document before Hyperproof locks the policy document.
A warning displays indicating that the contents of the current document will be replaced with the source version, including any edits made after approval. This step cannot be undone. Click Continue to fill in the checkbox.
Click Create.
The stage of this policy version is now Effective, and the prior effective version is changed to Retired.
