Policy Management
Categories
Business Continuity
Level
Beginner

This template is designed to centralize and streamline how an organization manages its policies. It serves as a comprehensive repository, categorizing all organizational policies for easy access and reference. The template allows for detailed tracking of policy change requests, providing a structured way for employees or teams to suggest updates or modifications. Importantly, these change requests can be linked to specific incidents, enabling your organization to adapt policies based on real-world events and learnings.

This template allows to document and manage the consequences of policy violations. Each policy can be linked to predefined repercussions, ensuring clarity and consistency in enforcement. This feature not only aids in maintaining organizational order but also reinforces the importance of adhering to established guidelines.

With this template, you can enhance transparency and communication across departments, making it easy to identify policy improvements, track historical changes, and maintain accountability. By organizing policies, related change requests, incidents, and consequences in one centralized location, your organization can ensure a well-maintained, responsive, and enforceable policy framework that supports continuous improvement and compliance.

The first step to start using this template is to import your employees in the corresponding table, followed by defining policy categories and define consequences for policy violations. Each policy must be linked to a single employee or owner, a category and a violation consequence.

Once this information is filled in, you can start inserting policies. Each policy has a scope, a purpose and guidelines. The guidelines are the actual policy. It is also possible to define keywords so that the Policy table is searchable.

Policies are subject to change. Those changes can be requested in the Change requests table. Each change request has a description and a motivation. One of these motivations can be that the policy requires changes because it did not prevent an incident. These incidents can be linked to the change request.

All the information can be added or edited either through the database UI or through the application that is part of this template.

Database: Policy Management

Categories

Fields

  • Name (Text)

  • Policies (Link to table)

  • Count policies (Count)

  • Count approved policies (Formula)

Views

  • All categories (Grid)

Employees

Fields

  • Name (Text)

  • Email (Email)

  • Phone (Phone number)

  • Picture (File)

  • Job role (Text)

  • Policies owner (Link to table)

  • Requested changes (Link to table)

  • Count policies (Count)

  • Count change requests (Count)

  • Password (Password)

Views

  • All employees (Grid)

  • Employees that own policies or change requests (Grid)

  • Gallery: all employees (Gallery)

Incidents

Fields

  • Name (Text)

  • Description (Text)

  • Date occurred (Date)

  • Solution due date (Date)

  • Escalated (Boolean)

  • Recurring (Boolean)

  • Attachments (File)

  • Change requests (Link to table)

Views

  • All incidents (Grid)

  • Escalated incidents (Grid)

  • Recurring incidents (Grid)

  • Incidents that triggered a change request (Grid)

Policies

Fields

  • Name (Text)

  • Keywords (Text)

  • Published date (Date)

  • Status (Single select)

  • Purpose (Text)

  • Scope (Text)

  • Category (Link to table)

  • Owner (Link to table)

  • Guidelines (Long text)

  • Violation consequence (Link to table)

  • Change requests (Link to table)

  • Last updated (Formula)

  • Violation consequence level (Formula)

  • Count change requests (Count)

  • Category name (Rollup)

  • Owner name (Rollup)

  • Open change requests (Formula)

Views

  • All policies (Grid)

  • All policies grouped by category (Grid)

  • All policies grouped by owner (Grid)

  • All policies grouped by violation consequence (Grid)

  • Published policies (Grid)

  • Unpublished policies (Grid)

  • Policies with open change requests (Grid)

  • Policies without open change requests (Grid)

  • Policies that require approval (Grid)

  • Policies that are approved (Grid)

  • All policies stacked by status (Kanban)

Change requests

Fields

  • Name (Text)

  • Requested by (Link to table)

  • Request date (Date)

  • Status (Single select)

  • Motivation for change (Single select)

  • Change description (Text)

  • Implementation date (Date)

  • Is implemented (Formula)

  • Policy (Link to table)

  • Related incidents (Link to table)

  • Policy name (Rollup)

  • Requested by name (Rollup)

  • Has related incident (Formula)

  • Related incident ID’s (Formula)

Views

  • All change requests (Grid)

  • All change requests grouped by policy (Grid)

  • All change requests grouped by applicant (Grid)

  • Change requests triggered by incident (Grid)

  • Implemented change requests (Grid)

  • Unimplemented change requests (Grid)

  • Open change requests (Grid)

  • All change requests stacked by status (Kanban)

  • All change requests stacked by motiviation (Kanban)

  • Calendar: all change requests (Calendar)

Consequences

Fields

  • Name (Text)

  • Description (Long text)

  • Level (Single select)

  • Policies (Link to table)

  • Count policies (Count)

Views

  • All consequences (Grid)

Application: Policy Management

shared

Data sources

  • Policies by category

  • Employees (policy)

  • Violation consequences

Login

Data sources

Actions (event)

  • open_page (after_login)

Policy Management

Data sources

  • Policies by consequence

  • Policies by owner

  • Open change request

  • Published policies

  • Unpublished policies

Actions (event)

  • logout (click)

  • open_page (click)

Policy Details

Data sources

  • Policy details

  • Change requests for policy

Actions (event)

  • logout (click)

  • update_row (submit)

  • open_page (click)

  • refresh_data_source (submit)

Add New Policy

Data sources

  • Get policy

Actions (event)

  • logout (click)

  • create_row (submit)

  • open_page (click)

  • open_page (submit)

Change Request Details

Data sources

  • Change request details

  • Related incidents

  • All incidents

Actions (event)

  • logout (click)

  • update_row (submit)

  • open_page (click)

  • refresh_data_source (submit)

Add New Change Request

Data sources

  • Get policy

  • Get change request

  • All incidents

Actions (event)

  • logout (click)

  • create_row (submit)

  • open_page (click)

  • open_page (submit)

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