Policies

Your internal policies and procedures, their versions, their approval, and proof of who has read them.

Policies brings together an organization's charters, policies, procedures and work instructions. Each document carries a code, an owner, an approver, a scope and a review due date, and its versions follow a life cycle: draft, in review, approved, published, withdrawn. A published version can no longer be edited: every correction creates a new version, and the previous one is withdrawn.

Once a document is published, each person confirms it with one click ("I have read and understood"), and the confirmation is tied to the version and dated. A table shows who has read, who has to read and who is late; Policies sends no messages, and the list of people to remind is there so that you can do it through your usual channel.

The requirements of a framework (GDPR, DORA, ISO 27001, ISO 9001) are linked to documents so that you can see what is covered. The frameworks provided are reworded examples, with no claim to be exhaustive, and the starter templates must be adapted and validated: this is not legal advice, and nothing here attests to compliance.

The same tool exists on the workstation, under Windows and Linux, and on Android, offline: you read the library without a network and write, review and publish as a single person; read receipts only count on the server.

Every feature of Policies

61 features in 13 areas

Documents and versions

Brings together charters, policies, procedures and work instructions, each with a code (for example POL-RH-001).
Each document has an owner, an approver, a scope and a review due date.
Sorts documents by domain (adjustable list), with a confidentiality level and a review frequency.
Writes the text in Markdown, with a preview next to the editor.
Numbers versions as major.minor, with a summary of changes, the authors and an effective date.
Links a document to a Process diagram or to a Docs file, by their address.
Attaches annexes to the document, up to 25 MB and 30 annexes per document.
Flags as "to be reviewed" a document whose review due date has passed.

Version life cycle

Moves each version through draft, in review, approved, published, then withdrawn; only these transitions are allowed.
Makes a published version immutable: every correction creates a new version as a draft.
Keeps a single published version at a time: publishing the next one withdraws the previous one.
Prevents the approver from being the sole author of the version they approve (adjustable rule).
Allows a version to be taken back to draft for correction, a version to be abandoned, or a document that was never published to be deleted.

Review and approval

Designates the reviewers of a version and submits it for review.
Collects their comments on the version.
Records the decision: approve, or refuse with a reason, which sends the version back to draft.
Publishes an approved version, or withdraws it with a reason.
Keeps the history of events for each document.

Distribution and read receipts

Chooses a document's audience: the whole organization, members of scopes, or named recipients.
Sets a date before which the document must be read.
Lets each person confirm with one click "I have read and understood", tied to the version and dated.
Reopens a confirmation for each person concerned when a new version is published.
Offers each person the "My reading" page: what they have to read, what they have read, what is in force.
Shows on the dashboard what is to be read, re-read or approved, and the overdue reviews.

Reading compliance

Shows the reading table by document and by person: read, to read, late, with the rate.
Lists the people to remind, with their addresses on request.
Records a reminder made through your usual channel, with the date of the last reminder.
Sends no messages itself: the list is there to remind people through your own channel.

Frameworks and requirements

Provides as examples GDPR, DORA, ISO 27001 and ISO 9001 requirements, reworded and few in number.
Allows you to add the missing sample frameworks, or to create your own.
Links a document to a requirement, with a reference (article, chapter, etc.).
Shows coverage: you can filter on the requirements that have no document.

Starter templates

Offers templates in French: IT charter, passwords, leave, security incidents, personal data protection, arrivals and departures.
Shows a preview of the template before copying it.
Creates a draft in your documents with one click on "Copy to my documents".
Carries on each template the note "to be adapted and validated; this is not legal advice".

Search, scopes and roles

Searches in the title, code, domain and content, ignoring case and accents.
Defines scopes (company, site, department, role) and their members, as well as the list of domains.
Recognizes five cumulative roles: reader, reviewer, author, approver, administrator.
Creates the employee on their first visit; an administrator can enable or disable them.
The first visitor of an organization becomes its administrator.

Printing, import and export

Prints a document or saves it as PDF, with its code, version, status, effective date and approver.
Displays Markdown in a sanitized way: no raw HTML, filtered links.
Exports the organization as a ZIP archive that can be read without our tools: register and confirmations as CSV, versions as Markdown, original annexes.
Imports an archive in Add mode (alongside existing documents) or Replace mode (reserved for administrators).
Checks fingerprints on import and protects CSV fields from spreadsheet formulas.
Allows you to take your data to other tools, without depending on our software.

Help and access

Offers four guided tutorials in the application: write and submit, approve and publish, meet a requirement, start from a template.
Signs in with the Etrebil account, with one license per organization.
Works in the browser, on computer and on phone.

Good to know

The starter templates must be adapted and validated: this is not legal advice.
The frameworks provided are reworded examples, with no claim to be exhaustive, and nothing attests to compliance.
The reading rate measures confirmations, not actual understanding of the documents.
The links to Process and Docs are addresses: Policies does not check that the target exists.
Annexes are not versioned; the history of a deleted document disappears with it.

Workstation, phone and exchanges

Works offline under Windows and Linux, and on Android to read the library without a network.
Lets a single person approve and publish their own versions on the workstation and the phone, where they are the only user.
Exports and imports a ZIP package readable without our tools.
Read receipts only carry evidential value on the server.

Planned (not available yet)

Automatic sending of reminders and review requests.
License for the desktop counterpart, storage quotas and publication in the Microsoft Store.