Overview
We are thrilled to announce the release of Set Frequency for When a Policy Needs to Be Re-Read to Be Compliant feature. The new feature introduces the ability to configure and enforce periodic re-reading of policies to maintain compliance. Administrators and editors can now set a recurring due date for policy acknowledgments, ensuring that users remain up to date with critical policy information. This update enhances policy governance by automating compliance tracking and reducing manual follow-ups.
New Features
Toggle for Setting Re-Reading Frequency
A new toggle, "Auto set recurring due date period," has been added to the Publish Page when updating or creating a policy.
Availability conditions:
The toggle is visible when for an existing policy there is a due date for acknowledgment.
If an existing policy does not have a due date or a new policy is added the toggle is hidden by default.
When the "This policy version requires acknowledgment of being read" toggle is switched on, the "Auto set recurring due date period" toggle becomes available.
If "This policy version requires acknowledgment of being read" toggle is switched off, the recurring due date toggle disappears.
Default state: Off
Re-Reading Frequency Options
Available frequency options:
6 months
12 months
18 months
No value is selected by default, and selecting a frequency is mandatory when the toggle is enabled.
Frequency selection ensures compliance by requiring users to revisit policies at regular intervals.
Displaying an Informational Message When Setting a Recurring Frequency
When an admin/editor toggles on the "Auto set recurring due date period" for a policy, an info message will be displayed.
Message Content:
"Set a recurring frequency, the policy will be marked as unread 30 days before it’s due for all users it's assigned to. The due date is calculated from the last read date plus the frequency."
Purpose:
Ensures admin/editor understand how policies transition to an unread status before the due date.
Clarifies that the due date is determined based on each user’s last reading date.
Hiding the Informational Message When the Recurring Frequency is Disabled
When an admin/editor toggles off the "Auto set recurring due date period", the informational message is no longer displayed.
Viewing Re-Reading Frequency Settings
If a policy has an active re-reading frequency and is in the Published state:
The "Auto set recurring due date period" toggle appears as read-only when "This policy version requires acknowledgment of being read" toggle is disabled.
The re-read frequency dropdown is also read-only, preventing modifications.
Ensure that past configurations remain visible for reference but cannot be changed unless "This policy requires acknowledgment of being read" toggle is enabled.
Cancelling Re-Reading Frequency
When an administrator /editor turns off the "Auto set recurring due date period" toggle while "This policy requires acknowledgment of being read" toggle is still enabled:
The re-reading frequency is cancelled.
The next due date for all users linked to the policy is removed.
The change is saved to the policy configuration, ensuring that the policy remains without automatic re-reading enforcement.
Changing Re-Reading Frequency
If an administrator/editor modifies the re-read frequency (e.g., changing from 12 months to 6 months):
The new re-reading frequency is applied immediately.
The next due date for all users is recalculated, setting it based on their last policy reading date.
The updated frequency is saved to the policy configuration, ensuring consistent enforcement.
Setting Automatic Re-Read Frequency
When an administrator selects a re-read frequency (e.g., 12 months) for a policy:
The policy's automatic re-read schedule is activated.
The due date for each user is determined dynamically:
If a user has already read the policy → due date = 12 months from their last reading date.
If a user has not read or is overdue → due date is determined upon their first read.
Ensures compliance deadlines are tailored to each user’s engagement with the policy.
Handling Minor Version Updates
If a minor update is published for a policy that already has a re-read frequency set:
Existing due dates remain unchanged for all users.
The policy continues in the same re-reading cycle without disruption.
This ensures that small policy modifications do not reset compliance timelines.
Handling Major Version Updates
If a major update is published for a policy with a re-read frequency:
The policy status resets to unread for all users.
The due date for acknowledgment is reset, requiring users to re-read and acknowledge the new version.
A new 12-month cycle begins, calculated based on:
If a user had already read the previous version → last reading date = the date they read it.
If a user had not read the previous version → last reading date = the date they read the new version.
Ensures that major changes are properly reviewed while maintaining compliance tracking.
Automatic Policy Status Updates
When a policy has a recurring re-read frequency (e.g., 12 months), its status is automatically updated based on the last reading date of each user.
Example scenario:
User reads Policy1 on 01.01.2024 (with a 12-month re-read frequency).
Policy1 status updates dynamically:
Read: Until 01.12.2024 (11 months after last read).
Unread: From 02.12.2024 to 01.01.2025 (reminder period).
Overdue: From 02.01.2025 onwards (compliance risk).
This structured timeline helps users stay informed about upcoming policy re-reads.
Policy Status Handling for New Joiners
New employees automatically receive a 30-day grace period for policies assigned before their start date.
Example scenario:
User joins the company on 01.01.2024 and is linked to:
Policy1 (due date: 23.12.2023).
Policy2 (due date: 23.01.2024).
My Policies page displays:
Policy1 & Policy2 → Unread until 31.01.2024 (30 days from joining).
Due date = 31.01.2024 for both policies.
Overdue from 01.02.2024 if not read before.
This ensures fair onboarding while maintaining compliance expectations.
Summary
This feature ensures that policies are regularly reviewed, increasing compliance adherence and reducing outdated acknowledgments. The structured re-read cycle helps organizations maintain up-to-date policy awareness and accountability.
By automating recurring acknowledgment requirements, this update minimizes compliance risks, streamlines policy governance, and ensures users are continuously aligned with organizational policies.