10. Policy Versioning & Approval Workflow

• Open the Policy Versions drawer from the policy's version pill to see every version, its status and its approval history.
• Create a new version explicitly with New Major or New Minor; the new version starts from the version you choose and can be named.
• Only a version that is In Progress can be edited; approved and pending versions are read-only, and framework links can only be added on in-progress versions.
• You can switch to any earlier version at any time; the version pill shows whether you are viewing the Latest or a Previous version. Policy viewers (members without the confidential-details permission) always see the latest version only.

Approval is not enforced by default, but it is recommended once your organisation matures. In Settings, open the Workflows tab and find the policy version flow in the Policies group:

• Not Enforced vs Enforced: when not enforced, the same user can validate a version; when enforced, versions must pass the approval flow.
• Single vs Multiple validation: one approver suffices, or every holder of the approver role must approve.
• Approver role: the workspace role whose members approve policy versions.

Tip: for multiple validation, create a dedicated approver role and assign the right people to it.

• When the in-progress version is ready, click Send for Validation; the status becomes Pending and approvers are notified.
• Approvers Approve Version or Reject Version, optionally with a comment. In multiple validation mode each approval is recorded until all approvers have responded.
• A pending version can be cancelled back to In Progress, and a rejected version can be reworked and resubmitted.

• Check the status of any version: In Progress, Pending, Approved or Refused.
• View a previous version: switch to it in read-only mode to compare or audit.
• Delete a version: possible for versions other than the current one; switch to another version first if needed. Deletion is irreversible.