📗Policy Management Portal
Manage policies, run multi-step reviews, publish updates, and assign attestations - all in one place. Available on eligible Affinity plans.
Affinity Policy Management Portal
The Affinity Policy Management Portal allows your organization to centralize and manage all compliance, HR, security, and operational policies. Whether you import documents or create new ones inside Affinity, the platform supports the full lifecycle of a policy from creation to attestation.
This guide provides an overview of how to use the Policy Editor and the Policy Management Portal inside Affinity.
Navigation and Organization
Policy Dashboard
When your plan includes policy functionality, a Policies tab will appear in the left navigation. This section includes:
Company Policies
My Policies
Workflows
You can also organize policies into folders to group similar policy categories such as HR, IT Security, or Enterprise Governance.
Creating and Importing Policies
Importing an Existing Policy
Most teams begin by importing an existing PDF or Word document. To import a policy:
Click Import
Enter a name for the new policy
Click Choose File and upload your document
After uploading, you will be redirected to the Policy Management Page
What You See After Importing
The policy page displays:
Version and revision history
Reviewers and workflow state
Change logs
Supporting evidence
Current policy state such as Draft or In Review
You can also open Manage Document to preview the content and view the attestation experience.
The Policy Editor
Affinity includes a rich and flexible policy editor that supports:
Auto saving
Checkpoints for saving progress
Multi page documents
Rich formatting
Attestation questions and optional additional questions
To begin editing, click Edit Content. The editor can be used to create simple one page policies or fully structured multi section policies.
Approval Workflows
Before becoming live, every policy goes through an approval workflow. Workflows can be simple or complex depending on your organization’s needs.
Creating a Workflow
You can create reusable workflows with:
A single approval step
Multiple steps such as Compliance, Legal, and Board Review
Each step can include internal reviewers or external contributors.
Reviewing a Policy
Reviewers can open their review link to:
Read the policy
View change logs
See document history and comments
Approve the policy
Request changes
Reject the policy
Reviewers receive email notifications when it is their turn. You can also generate a link to send directly through Slack or email.
If a reviewer requests changes, authors can upload a new version of the document.
Versioning and Change Logs
When uploading a new version while a policy is in review, authors can:
Notify reviewers
Auto generate a change log
Edit changes manually
Affinity compares versions and highlights differences. You can choose to make the change log visible to reviewers to streamline the approval process.
Advancing Through Workflow Stages
Each workflow step can be advanced automatically or manually.
Automatic: The next step starts immediately after approval
Manual: An admin manually advances to the next stage
Admins may override a reviewer’s status if approval has been provided outside of the platform. You may also export a detailed report showing review actions and timestamps for audit purposes.
Adding Evidence
Evidence is optional additional documentation that supports the policy. Evidence may include:
Board meeting minutes
Research materials
Supporting documentation
Only administrators can see evidence. It stays attached to the policy version for reference and audit readiness.
Publishing a Policy
When all workflow steps are complete, click Publish to make the policy live. A live policy can be:
Assigned immediately
Added to recurring schedules
Used to create next year’s version
Each policy includes quick actions such as downloading, creating a new version, viewing approval reports, and reviewing history.
Assignments and Attestations
Policies can be assigned to individuals or groups inside your Affinity organization. From the Assignments page, you can:
View all policies and their assignment details
Preview the attestation experience
Generate a share link to distribute directly
Assign to individual learners
Policies can also be attached to recurring schedule workflows to ensure that new learners are automatically assigned the correct policies and existing learners re attest on a regular cadence.
If your account uses Cora, Affinity’s LearnerGPT, policies can also appear inside the learner experience.
Lifecycle and Version Groups
Affinity tracks all versions of a policy over time. Each version may be in one of the following states:
Draft
In Review
Live
When a new version is ready, you can promote it to the live version inside its version group. Old versions remain available for auditing and history.
You may also download a report that shows approvals and changes across the entire version history.
Creating a Policy From Scratch
Instead of importing, you can create a policy entirely inside the Affinity editor. This option provides:
Auto saving
Checkpoint creation
Multi page support
Rich formatting
Support for question components
This is ideal for teams who prefer to maintain native editable policies rather than uploading documents.
Conclusion
Affinity provides a complete system for creating, reviewing, approving, publishing, and assigning policies. The Policy Management Portal ensures your policy library remains accurate, organized, audit ready, and seamlessly integrated with your compliance training workflows.
Last updated