1. Introduction
Policy Management in redOrange.ai allows administrators and compliance teams to upload, create, and manage organizational policies aligned with selected compliance frameworks. This guide explains the process of uploading your own policies, creating policies from templates, managing versions, assigning ownership, and tracking approvals within redOrange.ai.
2. Accessing Policy Management
Log in as an Administrator or a user with Can Manage Framework or Can Manage Policies roles.
Navigate to Compliance > Frameworks > [Select Framework] > Upload Policies.
3. Uploading Your Own Policy
Step 1: Select Category and Subcategory
In the Upload Policies section, select the appropriate Category for your policy.
Choose the related Subcategory from the dropdown.
Step 2: Upload Policy Document
Click the Upload icon and upload your policy document. Supported format: .docx only.
Step 3: Policy Information and Actions
After upload, you will see the policy details including:
Status (e.g., Drafted)
Version number
Created on date
Last updated date
Policy owner
Available actions include Edit, View, Download, Delete, and Re-upload.
Step 4: Policy Sidebar Details
Clicking on the policy information area opens a sidebar with:
Policy ID and versioning information
Category and Subcategory
Status
Description
Assigned Owners and Approvers
Due date and Criticality level
Linked Frameworks
Created and last updated timestamps
Comments section for discussion
Activities tab showing user actions related to the policy
Step 5: Task Assignment and Approval
Assigned owners receive the policy task under My Work > Policies.
Approvers can Approve or Reject the policy, changing its status accordingly.
Here is the below end to end Upload Policy flow in RedOrange Application
4. Creating Policies from Policy Templates
Step 1: Select Category and Subcategory
Navigate to the Create Policy section under the chosen framework and category.
Select the applicable Subcategory.
Step 2: Choose Policy Template
Select the desired policy template by name and click Create.
Step 3: Fill Template Details
A drafted policy template will load, prompting you to answer a series of questions (e.g., Company name, specific organizational details).
Fill in the required fields and click Save.
The drafted policy will reload with your input reflected.
Step 4: Policy Information and Actions
Similar to uploaded policies, view status, version, ownership, and available actions.
Access the sidebar to assign owners, approvers, set due dates, criticality, and add comments.
Assigned tasks appear in My Work > Policies for owners and approvers to take action.
Here is the below end to end create Policy flow in RedOrange Application
5. Important Notes
Ensure your primary and secondary organization logos are uploaded at Settings > Company > Company Logo. These logos appear on all generated policies.
redOrange.ai automatically updates policies to include:
Your organization’s logos
Organization name
Current version and version history
Owners and status of each version
This ensures every policy meets compliance documentation requirements.
6. Using Lisha AI for Assistance
If you are unsure about a policy’s name, content, or purpose, highlight the policy name and click the Lisha AI icon beside it.
Lisha will provide quick, accurate explanations to clarify your doubts.
7. Best Practices
Assign clear ownership and approval roles for each policy to streamline the review process.
Maintain version history diligently to track policy changes over time.
Use comments and activities to document discussion and decisions for audit trails.
Regularly review and update policies to keep them compliant with evolving regulations.
8. Troubleshooting
Issue | Solution |
Unable to upload policy document | Confirm the file format is .docx and size limits; retry upload |
Policy status not updating | Verify assigned approvers have taken action; refresh the page |
Lisha AI not responding | Check your internet connection or contact support |
9. FAQs
Q: What file formats are supported for uploading policies?
A: Only Microsoft Word documents (.docx) are supported.
Q: Can I edit a policy after uploading or creating it?
A: Yes, policies can be edited anytime before final approval.
Q: How do I assign owners and approvers to a policy?
A: Use the policy sidebar’s assignment section to add or update owners and approvers.
10. Contact Support
For assistance with Policy Management, contact:
Email: support@redorange.ai