Encore OS — Documentation

Overview

This guide covers policy management administration including creating policies, managing the approval workflow, assigning policies to employees, tracking acknowledgments, and managing review cycles.

Initial Setup

Configuring GR Module Settings

Navigate to GR → Settings
Configure the following options:

Setting	Description	Default
Enable Reminders	Send automatic acknowledgment reminders	Yes
Reminder Days	Days before due date to send reminders	30, 14, 7
Default Review Cycle	Default review frequency for new policies	Annual
Enable AI Assistance	AI-powered policy analysis	Yes

Setting Up Policy Categories

Policy categories are managed via Picklists:

Navigate to Platform → Picklists

Find or create the gr_policy_category picklist

Add categories as needed (HR, Safety, Clinical, etc.)

Managing Policies

Creating a New Policy

Navigate to GR → Policies

Click New Policy

Complete the form:

FieldRequiredDescriptionTitleYesPolicy name (e.g., “Workplace Safety Policy”)DescriptionNoBrief summary of the policyCategoryYesPolicy category from picklistDocumentYesUpload the policy document (PDF recommended)OwnerYesEmployee responsible for the policyReview CycleYesHow often the policy should be reviewedEffective DateNoWhen the policy takes effectRegulatory LinksNoRelated regulatory requirements

Click Create Policy (saves as Draft)

Policy Status Workflow

┌─────────┐     ┌───────────┐     ┌──────────┐
│  Draft  │ ──> │ In Review │ ──> │ Approved │
└─────────┘     └───────────┘     └──────────┘
                                       │
                                       ▼
                               ┌────────────┐     ┌──────────┐
                               │ Deprecated │ ──> │ Archived │
                               └────────────┘     └──────────┘

Status	Description	Visibility
Draft	Being created/edited	Compliance officers only
In Review	Pending approval	Compliance officers only
Approved	Active and visible	All assigned employees
Deprecated	Being phased out	All employees (with notice)
Archived	No longer active	Compliance officers only

Approving a Policy

Navigate to GR → Policies and filter by “In Review”

Click on the policy to view details

Review the policy content and document

Click Approve to activate the policy

Optionally set the Effective Date

Deprecating a Policy

When a policy is being replaced or retired:

Open the policy details

Click Deprecate

Optionally link to the Replacement Policy

Add a Deprecation Notice explaining the change

Set when the deprecation takes effect

Archiving a Policy

After a policy has been deprecated for sufficient time:

Open the deprecated policy

Click Archive

The policy is hidden from regular users

Historical acknowledgments are preserved

Policy Versioning

When to Create a New Version

Create a new version when:

Significant content changes are made
Regulatory requirements change
Re-acknowledgment is required

Minor corrections (typos, formatting) typically don’t require a new version.

Creating a New Version

Open the policy details

Click Create New Version

Upload the updated document

Enter a Change Summary describing what changed

Choose whether to Require Re-acknowledgment

Click Create Version

Version History

All versions are preserved and viewable in the Version History tab:

Version number and date
Change summary
Who created the version
Document for that version

Policy Assignments

Assignment Types

Policies can be assigned based on:

Type	Description	Example
All Employees	Everyone in the organization	Company-wide policies
By Role	Specific job roles	Clinical Policies → Counselors
By Department	Department members	HR Policies → HR Department
By Site	Site-specific employees	Site A Safety → Site A staff
Individual	Specific employees	Specialized training

Creating an Assignment

Open the policy details

Click Manage Assignments or go to the Assignments tab

Click Add Assignment

Select the assignment type and criteria:

For roles: Select one or more roles
For departments: Select one or more departments
For sites: Select one or more sites
For individuals: Select specific employees

Set the Due Date for acknowledgment

Choose Acknowledgment Type (Required, Recommended, Informational)

Click Create Assignment

How Assignments Work

When an assignment is created:

System identifies matching employees

Creates pending acknowledgments for each

Employees see the policy in “My Acknowledgments”

Reminders are sent based on due date

Re-Assignment on New Versions

When a new policy version requires re-acknowledgment:

System creates new pending acknowledgments

Employees who acknowledged the old version must re-acknowledge

Previous acknowledgments are preserved in history

Regulatory Mapping

Linking to Regulations

Connect policies to regulatory requirements for audit preparation:

Open the policy details

Go to the Regulatory Links tab

Click Add Link

Enter:

Regulation Type: CARF, State Licensing, NARR, HIPAA, etc.
Requirement ID: Specific section/requirement number
Description: What requirement this policy addresses

Click Save

Using Regulatory Links

Filter policies by regulation during audits
Generate compliance reports
Track coverage of regulatory requirements

Tracking Acknowledgments

Acknowledgment Tracker

Navigate to GR → Acknowledgments to view all acknowledgments:

Column	Description
Employee	Staff member name
Policy	Policy title and version
Assigned	Assignment date
Due Date	Acknowledgment deadline
Status	Pending, Acknowledged, Overdue
Acknowledged	When completed (if applicable)

Filtering Acknowledgments

Filter by:

Policy: Specific policy
Status: Pending, Acknowledged, Overdue
Employee: Specific staff member
Due Date Range: Date window

Sending Manual Reminders

Select one or more pending acknowledgments

Click Send Reminder

Employees receive immediate notification

Voiding an Acknowledgment

If an acknowledgment was made in error:

Find the acknowledgment in the tracker

Click Void

Enter a Reason for voiding

The employee will need to re-acknowledge

Policy Review Cycles

Review Dashboard

Navigate to GR → Reviews to manage policy reviews:

Section	Description
Overdue	Policies past their review date
Due This Month	Reviews due in current month
Upcoming	Reviews due in next 90 days

Completing a Review

Click on a policy needing review

Review the policy content and relevance

Decide:

No Changes: Mark as reviewed
Update Needed: Create new version
Deprecate: Begin deprecation process

Click Mark as Reviewed or take appropriate action

Next review date is automatically set

Review Cycle Options

Cycle	Frequency
Annual	Every 12 months
Biennial	Every 24 months
As Needed	Manual review only

Reporting

Dashboard Metrics

The GR Overview dashboard shows:

Total active policies
Pending acknowledgments
Overdue acknowledgments
Compliance rate percentage
Upcoming reviews

Acknowledgment Reports

Generate reports for:

Policy compliance by department
Employee acknowledgment status
Overdue acknowledgment list
Acknowledgment history

Exporting Data

Navigate to the relevant list view

Apply desired filters

Click Export to download as CSV

Troubleshooting

Employee doesn’t see assigned policy

Check if the policy is Approved (not Draft)

Verify the assignment rule matches the employee

Check the employee’s role, department, and site

Review RLS policies if using custom roles

Reminders aren’t sending

Verify Enable Reminders is on in GR Settings

Check that the scheduled job is running

Verify employee has valid notification preferences

Check edge function logs for errors

Policy stuck in Draft

Policies require explicit approval action:

Submit the policy for review

Have an authorized user approve it

Check approval thresholds if configured

Best Practices

Policy Naming

Use clear, descriptive titles
Include version indicator if needed (e.g., “2024 Edition”)
Avoid abbreviations unless standard

Document Organization

Use consistent formatting across policies
Include effective date in the document
Add revision history section
Use PDF format for best compatibility

Review Cycle Recommendations

Policy Type	Recommended Cycle
Safety/Emergency	Annual
HR/Employment	Annual
Clinical	Annual or as regulations change
Administrative	Biennial
IT/Security	Annual

Acknowledgment Timing

Give employees at least 14 days to acknowledge
Schedule major policy updates during slower periods
Stagger assignments to avoid overwhelming employees
Use reminder automation to reduce manual follow-up

Policy User Guide - For employees
GR Documentation Index - GR module overview
Notifications Guide - Platform notifications

Need Help? Contact your system administrator or refer to the GR module documentation.

​Overview

​Initial Setup

​Configuring GR Module Settings

​Setting Up Policy Categories

​Managing Policies

​Creating a New Policy

​Policy Status Workflow

​Approving a Policy

​Deprecating a Policy

​Archiving a Policy

​Policy Versioning

​When to Create a New Version

​Creating a New Version

​Version History

​Policy Assignments

​Assignment Types

​Creating an Assignment

​How Assignments Work

​Re-Assignment on New Versions

​Regulatory Mapping

​Linking to Regulations

​Using Regulatory Links

​Tracking Acknowledgments

​Acknowledgment Tracker

​Filtering Acknowledgments

​Sending Manual Reminders

​Voiding an Acknowledgment

​Policy Review Cycles

​Review Dashboard

​Completing a Review

​Review Cycle Options

​Reporting

​Dashboard Metrics

​Acknowledgment Reports

​Exporting Data

​Troubleshooting

​Employee doesn’t see assigned policy

​Reminders aren’t sending

​Policy stuck in Draft

​Best Practices

​Policy Naming

​Document Organization

​Review Cycle Recommendations

​Acknowledgment Timing

​Related Guides

Overview

Initial Setup

Configuring GR Module Settings

Setting Up Policy Categories

Managing Policies

Creating a New Policy

Policy Status Workflow

Approving a Policy

Deprecating a Policy

Archiving a Policy

Policy Versioning

When to Create a New Version

Creating a New Version

Version History

Policy Assignments

Assignment Types

Creating an Assignment

How Assignments Work

Re-Assignment on New Versions

Regulatory Mapping

Linking to Regulations

Using Regulatory Links

Tracking Acknowledgments

Acknowledgment Tracker

Filtering Acknowledgments

Sending Manual Reminders

Voiding an Acknowledgment

Policy Review Cycles

Review Dashboard

Completing a Review

Review Cycle Options

Reporting

Dashboard Metrics

Acknowledgment Reports

Exporting Data

Troubleshooting

Employee doesn’t see assigned policy

Reminders aren’t sending

Policy stuck in Draft

Best Practices

Policy Naming

Document Organization

Review Cycle Recommendations

Acknowledgment Timing

Related Guides