KMS - Policy Actions

Policy Actions

Adding a Chapter –

1. Open the Draft Manual

2. Click the gear beside the Agency Policy Name at the top of the page.

1. Choose “Add Chapter”

OR

1. Go to the Chapter below where the new chapter should be located and click the gear and select “Add Chapter Above”

Moving a Chapter –

1. Open the Draft Manual

2. Go to the Chapter that needs to be moved and click the gear.

3. Choose “Move Chapter”

1. Follow the instructions at the top of the page. Choose the new location.

2. Once the location is chosen then you will be prompted to choose “above” or “below”.

3. Choose Move.

Adding a Policy –

1. Open the Draft Manual

2. Go to the Chapter Title and click the gear.

3. Select Add Policy. The policy will automatically be located at the bottom of the chapter but can be moved to the desired location by dragging it into the appropriate position.

Building a New Policy –

Open the newly created policy and choose in the Yellow Banner “I want put the policy into Draft status and edit/update”.

1. Select the Policy Title and rename the Policy (a blue text box will appear around the title).

1. Under the toolbar, Upper left corner, select “Add Section” in green.

1. This will create and number the first section of the policy.

1. Select “Section Title” to name the section. Then place the cursor below the section and a blue dotted box will appear where content can be entered.

Adding a Section –

1. This option is under the toolbar and is always available when editing. It will be a green circle with a plus sign, “Add Section”.

Adding a Subsection to a Section –

1. Right click on the wheel next to the section being worked.

2. In the pick list is an option “Add Subsection to Section”. This will create a subsection within the section (i.e. Section 104.1 and adding a subsection would create 104.1.1)

1. Click the title for the subsection and name the subsection and then click below the title section and a blue dotted box will appear where content can be entered.

Important Note on Excluding Policies

Regardless of the reason, policy should not be deleted but only un-included from the manual to substantiate the archives.

Excluding Policy from the Draft/Issued Manual -

1. Open the Draft Manual

2. Find policy and Open for editing/updating.

3. Under the Toolbar look for the “Include” box.

1. Remove the checkmark. This will automatically approve and remove the Policy from the DRAFT manual. This also automatically places the policy in the “Issue Approved Policies” page to be released.

NOTE: Policies MUST be released to facilitate deletion/removal from the ISSUED version of the manual.

Show Removed Filter –

To review removed/excluded policies, sections, and sub-sections.

1. Open draft manual

2. Go to Filters

3. Check “Show Removed”

Re-adding a Removed Policy -

1. Open draft manual

2. Go to Filters and check “Show Removed”.

3. Go to the section and open the policy to edit/update.

4. Check the “Included” box under the toolbar.

5. Save changes.

6. Click “I am finished editing/updating”.

7. Reopen the policy and the strikethrough content should be cleared.

Re-adding a Section or Subsection to Policy -

1. Open draft manual

2. Go to Filters check “Show Removed”.

3. Find and open the policy for editing.

4. Go to the section or subsection that needs to be Included and left click the gear.

5. In the Properties look for the Include box and checkmark the “Included” box

6. Close the properties box. Content/section should now be added back to the policy.

Removing a Section or Subsection from Policy –

1. Open draft manual

2. Open the policy and enter edit/update mode.

3. Left Click the gear beside the section or subsection to enter the Properties box.

4. Remove the checkmark from the “Include” box next to Version.

5. Close the properties box. Content and section/subsection should now be removed.

Promoting a Subsection to a Section –

1. Open draft manual

2. Open the policy and enter edit/update mode.

3. Right Click the gear beside the subsection.

4. Choose “Move”.

5. Choose “Promote”, the list will change. Now choose the new location for the new section.

6. Choose “Promote” and the subsection should now be a section.

Demoting a Section to a Subsection –

1. Open draft manual

2. Open the policy and enter edit/update mode.

3. Right Click the gear beside the section

4. Choose “Move”

5. Choose the Parent Section that the chosen Section will be converted to a Subsection.

6. Choose “Demote” and the section should now be a subsection.

Moving a Policy to a new location –

This is a drag and drop feature. Go to the policy to be moved, grab it with the mouse and drag to the new location. While dragging the policy:

• If the line is Green, displays a green X with the message “Drag and drop to renumber or move” – location is good.

• If the line is Red, displays a red X with the message “Drag and drop to renumber or move –location is not good.

When the policy is dropped, there will be a pop-up box that displays “Re-order Content?” and confirmation of the policy being moved and where it will go. Choose “OK” or “CANCEL”.

Larger moves (i.e. moving from one chapter to another), may require a drop place in chapters between as the chapters have to be open. This will facilitate getting to the new location. Remember that you cannot move past a locked policy so for larger moves you need to be sure that policies in all chapters in between are not in a locked status. You should be able to collapse the chapters to move the policy more efficiently.