Introduction

The C1Risk platform provides three options for creating and managing documents in the policy management module. The following options are available:

1. Write and publish documents in the C1Risk Platform.
2. Link documents to the platform URL link to central document repository.
3. Attach a document to a policy record
4. Link an existing document via Google Docs or MSWord   (Coming soon).

Roles

Administrators and Managers have the ability to create and collaborate on documents in the C1Risk Platform.

General Users can review policies and/or submit policy exceptions. 

How to Create a New Policy Record in the C1Risk Platform 

1. Click on Policy Management in the Module Menu and select Policies.

2. From the list view, click the ellipses and select Add New from the drop-down menu.

3. A new record will now be displayed.

How to Write Policy in the C1Risk Platform 

The C1Risk Platform provides a template to enable customers to write their governance documents directly in the platform. The platform also enables one or more users to collaborate on writing the policy. 

1. Follow the instructions above to create a new record.
2. The template provides the following fields for completion.
   1. Name of document
   2. Document Type (configurable drop-down menu)
   3. Content
   4. Author
   5. Collaborators
   6. Source 
   7. Review Frequency
   8. Control Library (training section 3)
   9. Approval (training section 4)

1. Policy Content can be created in Content Section. The content section supports the following features:
2. Rich Text
3. Heading and Paragraph Styles
4. Upload and placement of images and tables
5. Bullet, Numbering
6. Highlighting, underlining, bold, strikethrough
7. Text colors

For Track changes, “strikethrough” can be used and revised text added, however, changes are not tracked or able to be deleted automatically. As such, any strikethroughs and changes must be deleted by and revisions accepted by the appropriate reviewer.

For track changes, we recommend, keeping the document in MSWord, Google Docs, or similar, in a central document repository which can be linked to the policy record in C1Risk. 

Document Type can be selected from a drop-down menu that is pre-configured with the most used Document Types. To add additional Document Types, please submit a ticket to support. https://c1risk.freshdesk.com/support/solutions

To assign the Primary Author and any additional collaborators, use the appropriate fields. Eligible Users will appear in the drop-down menu for each field.

Populate the Source field (optional). The Source field serves as a reference or tag function for the document, to help search, reference and order documents jn the C1Risk Platform.

EXAMPLE:

Globex Asset Management Policy, 2023, version 1.0 OR/ Globex.AM.2023.01.0

Choose the review Frequency desired to trigger automated reviews based on the publishing date.

Use the Approval Required Section to select Approval/Review and set the Approval Rule using the drop-down menu, choosing from the following options.

1. At Least One Must Approve (requires only 1 user)
2. All Must Approve (multiple users at the same time or in any order)
3. All Must Approve In Order (Ordered Approval (see below)

1. All Must Approve in Order: This will trigger approvals based on the order you add the Reviewers to the Reviewer Section. Each reviewer must approve the document in order for the next review to be notified. Where a document is rejected, the NEXT reviewer will not be notified until the CURRENT reviewer has approved the document. 

2. Reviewers and Collaborators must be licenses users in the platform. Users can be added in the Administration Section, or submit a ticket with your request: https://c1risk.freshdesk.com/support/solutions 

• Policy writing collaborators are Admin Users
• Policy Reviewers are General Users

How to Link a Policy from a Shared Drive/Central Document Repository

If you prefer to keep your policies in Google Docs, a central company drive, such as Sharepoint, or a document management system, such as IManage, you can do this and link your documents to the policy record in C1Risk. Here, you gain the advantage of keeping the document in a centralized company folder, maintaining the full functionality or Word or Google Docs, while still retaining the review, approval, archiving, control mapping, and audit trail capabilities provided by C1Risk. 

1. Create a new policy record (Write and publish documents in the C1Risk Platform.)
2. OPTION 1: Copy and paste the link into the Content field.
3. Select ENTER to make the link live.
4. OPTION 2: Insert the link in the Add Link Option.

Option 2

5. Follow the steps to add collaborators, controls and choose review options. (Write and publish documents in the C1Risk Platform.)
6. When the document is sent for review and/or published, the live link will be visible to reviewers/users. 

How to Add an Attachment to a Policy Record

Most document formats can be attached to a policy record from the record itself. Here, you gain the advantage of keeping the document in Word or Google Docs, while still retaining the review, approval, archiving, control mapping, and audit trail capabilities provided by C1Risk. 

1. Open a new or existing policy record.
2. Add the attachment using the attachment link.