This article explains how an Assure user adds a Policy (a document such as a policy, guidance note, or method statement stored and managed within the Document Library area of Assure) to the system so that the Policy can subsequently be linked to records in other modules. A Policy must exist in Assure before it can be attached to any module record. This workflow is contained within the Document Library module, but has cross-module implications: once a Policy is saved here, it becomes available for selection when attaching policies to records across all modules that support the Add/Remove Policies permission.
Prerequisites
- An active Assure user account with access to Modules
- Permission to create records in the Document Library module
- The Policy document file prepared and ready to upload (optional but recommended)
Why Add a Policy to the System First?
Users can attach Policies to specific module records (such as Incident Records, Risk Assessments, or Audits). However, the Policy must exist in the Document Library module before the Policy appears as a selectable option when linking it to a record. Adding the Policy here is the required first step.
Steps
1. Navigate to the Document Library Module
- In Assure, click Modules in the main navigation bar.
- Select Document Library from the module list.
2. Create a New Policy Record
- The Document Library module displays the same buttons and functions as all other modules in Assure.
- Click the New Record button to begin creating a new Policy record.
3. Complete the Policy Details
- Fill in the Policy details on the form provided. (For creating a Policy select Policy in the Document Category field)
- Click Save Record
- The saved Policy record displays in the list view, similar to any other module record. The Policy record can be edited, deleted, copied, and managed using the standard module record actions.
4. Upload the Policy Document (Optional but Recommended)
- From the saved Policy record, click the Attachments icon.
- Upload the Policy document file (for example, a Word document or PDF). OR connect a document that is already in the Attachments module
- Once uploaded, the document is accessible from the Policy record and will be visible to users who view the Policy when it is linked to a module record.
Result
Once a Policy has been added to the Document Library module, the Policy becomes selectable from the policy-selection window when a user attaches a Policy to a module record elsewhere in Assure.
Notes
- Note: Uploading the Policy document is separate from creating the Policy record. The record must be saved first; the document is then attached via the Attachments icon.
- Note: Users who need to link a saved Policy to a module record require the Add/Remove Policies from a Record Role Permission. That workflow is described in the related article Adding a Policy to a Record.
AI Metadata
- Product Area: Assure, Document Library module
- User Role: Assure User, Assure Administrator
- Tags: Policy, Guidance, Method Statement, Document Library, add policy, upload policy document, attach policy, module record, New Record, Attachments
- Version/Region: Assure (all versions); all regions
- Important Synonyms: Policy = Guidance = Method Statement; Document Library = Policy module; Attachments = document upload; module record = record
- Suggested Embedding Keywords: add policy to system Assure, create policy record, Policy Guidance Method Statements module, upload policy document Assure, how to add a policy before attaching, policy must exist before linking, Assure policy setup
- Relevant Modules: Document Library (primary). Cross-module implications: This workflow sits within the Document Library module, but the output directly affects all modules that support the Add/Remove Policies permission (for example, Incident Record, Risk Assessment, Audit). A Policy created here becomes selectable when linking Policies to records in those modules. Users attaching Policies to records require the Add/Remove Policies from a Record Role Permission in addition to Write access on the target module.