Generate, review and export a document

By the end you will have one approved document in your Issued archive under its own reference, and a PDF copy of it (from Govern, a Word copy too). The example is the AI Acceptable Use Policy; every policy works the same way.

Before you start

• Permissions: to write, Edit policy text; to approve, Approve and reopen policies. The built-in Org admin, Compliance manager, Compliance officer and System owner roles hold both unless an Org admin has narrowed them.
• Plan and download: the Documents register is on every plan. Downloading needs Download PDF exports and a plan that includes it: a PDF on the Veritome template from Starter, and Word (.docx) as well from Govern (the free public beta runs on Govern). Where your plan falls short, a download link takes you to Billing & plan instead.
• Have ready: how your organisation actually lets staff use AI tools. Each clause has to be written in your own words.

Steps

1. In the rail, under Do the work, open Documents. On Required of you — or All types, if it is not there — set Kind to Policy and click AI Acceptable Use Policy.
2. The clauses are listed on the left. Each shows What this clause should cover. beside an empty box. That guidance is never copied into your policy.
3. Write each clause. To have Aria draft one, press Ask Aria, read the suggestion, and press Use this only if it is right; then change what is wrong. Your text saves as you write.
4. The status reads Draft until every clause has text, then Ready to approve.
5. Someone whose role can approve policies presses Approve policy. That keeps this exact text in Issued, under its own reference.
6. Press Download as PDF on the policy, or PDF in the register's Output column. From Govern, Download as Word sits beside it.
7. Open the Issued tab to see the entry: its Reference, Version, the date it was issued and by whom, and how long it is Kept until. Verify opens its public check where one exists.

What you have now

An approved policy, sealed, and an Issued entry that will not change. Issuance only ever appends: to change the policy, press Reopen for a new version, write, and approve again. The new version is added to Issued as a new entry, and the one you approved first stays there exactly as it was.

If something goes wrong

• "Your role can't approve policies." Your role lacks Approve and reopen policies; ask a colleague who holds it, or an Org admin.
• Approve policy stays greyed out. The note beside it says how many clauses are still to write.
• "Your role can't edit policies." Your role lacks Edit policy text.
• There is no download, or it goes to Billing & plan. Your role lacks Download PDF exports, or your plan does not include that format (Starter downloads PDF only); tracking what you owe is free.

Related

• Documents: owed, drafted, approved, issued
• Organisation policies: write, approve, issue
• Policies: a kind of record on Documents
• Generate documents: five builders, one register