Managing your organisation’s policies and contracts efficiently is crucial for ensuring compliance and maintaining consistency across operations. By using the Policy and Contract Workspace, you can easily create, store, and track essential documents through their entire lifecycle—from creation to review, approval and attestation.
This guide will walk you through the steps to add a new document and set up a document lifecycle within the BoardX system, helping you stay organised and ensuring key documents remain up to date.
Part 1: Add a New Document
Access the Workspace
Navigate to Policy and Contract Workspace from the homepage.Go to the Dashboard
Click Dashboard to view all existing documents.Create a New Document
Click the + New Document button.
4. Enter Document Details
Name: Add a descriptive document title.
Type & Category: Select the document type and assign a category/subcategory.
Owner: Assign a document owner (must be a regular user).
Tip: Categories and subcategories can be edited in system settings.
5. Set Visibility
Choose whether the document is visible to:
Everyone, or
Limited: specify individuals or groups.
6. Upload the Document
Upload a file from your device or select one from the Document Centre.
7. Save the Document
Click Save to complete the creation process.
✅ The document is now added to your dashboard.
You have now successfully added a document to your Policy and Contract Dashboard.
Part 2: Set Up the Document Lifecycle
Open the Document
Click into the document on the Dashboard.
2.Edit Details:
Navigate to the Details tab.
(Note: Only System Admins and the assigned Policy Owner can edit the details.)
3.Publish to the Employee Portal (Optional)
Tick Publish to Employee Portal to share with employee users.
Tick Maintain the published version if you want the current version to stay visible during the next revision.
4.Set Policy Valid Dates:
Select the Valid From dates.
Choose the Revision Frequency from the drop-down menu.
Manually input the Next Review Date when the document should be reviewed again.
On that date, BoardX will automatically move the document back to Draft, allowing a new review cycle to begin.
Notice Period: Input the number of days before the Next Review Date when you’d like to receive a notification from BoardX.
6. Enable Daily Notifications (Optional)
Tick Receive daily updates via email to get notified of any reviewer or approver activity during the revision period.
7. Configure Automation
Choose how the document moves through workflow states:
Automatically: Document moves automatically from Draft → Review → Approval → Publish once the last person complete their task during the state.
Manually: Transitions are controlled by an admin or policy owner.
8. Save Changes
Click Save at the top to confirm your configuration.
You’ve now successfully set up the document lifecycle.