Adding a new policy, signing off a policy.
Located in Business > Policies.
In this section there are three headings being Current Policies, In Progress, New Policy.
Current Policies – This is where you will find all your completed and signed off policies. Once a policy has become current it cannot be edited. From here you can Archive, Duplicate or Print these policies. Once a policy is under the Current Policies list is available to be attached to an induction.
In Progress – When a policy has been created but not yet signed off, it will remain In Progress and will be available for editing or reviewing. From here you can Delete, Print or Edit a policy.
New Policy –This is where you create your new policies. You can create a unique policy beginning with a blank template or utilise one of our templates.
- New Policy – Create New
- New Policy – Select from Template
- Editing a Policy in Progress
- Signing off a Policy
- Updating a Current Policy
New Policy – Create New
New policies can be created from a blank page using the Create New button. From here you have the ability to enter your own data or copy and paste the data from your existing policies.
Once you have created the new policy and are ready to sign it off see how to do this at Signing off a Policy. This will move the policy into Current Policies.
If you select Save the policy will move it into the In Progress section and will be available for editing or review at a later time. See Editing a Policy in Progress for the next step.
New Policy – Select from Template
If you would like to use one of our policy templates, press the Select From Template button. Select the View button on any policies within this list to check if it is applicable to your business entity.
For the templates you wish to utilise, check the tick box and hit Copy Template found at the end of the list. Multiple templates can be copied at the same time.
The Policy/Policies that have been copied will now appear under the In Progress tab for you to customise to suit your business operations.
Editing a Policy In Progress
When a policy is under the In Progress tab, you have the ability to Print, Delete or Edit the policy. Select the Edit button on a policy you wish to review.
Note: The templates have merge fields. Where you find the [[Business.Name]] there is no need to update this. The policy will automatically save with the business name you have provided under Primary Business Details – Primary Entity Name where the [[Business.Name]] is found.
When you save a policy without a signature it will remain under the In Progress tab and can still be edited. Once a policy has been signed, it will move the Current Policies tab and will no longer be editable.
Signing off a Policy
To sign off a policy you can use your mouse cursor in the signature box to draw your signature, however we recommend uploading a signature image. You can create a signature image by following the below steps.
Step 1 – Sign a white piece of paper with your signature.
Step 2 – Scan the A4 sheet into your computer using a scanner and save the file.
Step 3 – Open the scanned document on your computer. Search your computer for the ‘Snipping Tool’ (Windows PC) and open. Using the drop down next to the ‘New Button’ select ‘Rectangular snip’. For iOS (Apple) systems press Shift + Command + 4. This will bring up crosshairs as your cursor.
Step 4 – Use the mouse to select just your signature. Save this snip as an image file onto your computer. On iOS your image will be automatically saved to the desktop.
Step 5 – Use this image file when required to upload signature to sign off Safe Ag System documentation.
You can now use this signature file by selecting Upload Signature.
Updating a Current Policy
If you need to update a Current Policy, follow the below steps;
- Select the tick box for the signed off policy you need to update.
- Select Duplicate. This will move a copy of the policy into the In Progress tab making it available to edit.
- Select the signed off policy again and now select Archive.
- A copy of the policy will now be available under the In Progress tab which can now be updated and signed off.