Policies
The Policies section gives your organisation the tools to manage policy compliance across your entire team. Administrators create compliance policies, attach supporting documents, define control questions, and track employee acceptance, all from within the GLBNXT platform. Employees review and accept policies as part of their normal platform access. Every action is recorded in a full audit trail, giving your compliance and governance teams the visibility they need.
The Policies page is available under Platform Configuration → Compliance → Policies in the sidebar for administrators. Employees can review accepted policies under My Account.
Managing Policies
The Policies Overview
The Policies page is your central view of all compliance policies in your organisation. The list displays the following columns for each policy: Title, Status (Draft, Published, or Archived), Version (the current version number), Published (the date the active version was published), and Acceptance (the percentage of employees who have accepted the current version). From here you can create new policies, open existing ones for editing or review, and export compliance reports.
Navigate to the Policies page from the sidebar: Platform Configuration → Compliance → Policies.
Creating a Policy
To create a new policy:
On the Policies page, select Create Policy
Enter a title and description for the policy
The policy is created in Draft status
A draft policy is visible only to administrators. Employees will not see the policy until it is published.
Uploading a Document
Each policy version requires a PDF document that employees will review before accepting. To upload a document:
Open the policy and navigate to the document section
Drag and drop a PDF file, or click to browse your files
Only PDF files are accepted, with a maximum size of 10 MB
The document is stored securely within your organisation's environment and is accessible only to authenticated users within your organisation.
Adding Control Questions
Control questions verify that employees have read and understood the policy. You can add up to three control questions per policy version. Two question types are available.
Multiple Choice questions present a set of answer options. One option must be marked as the correct answer. Employees must select the correct answer before they can accept the policy. This is useful for verifying comprehension of specific policy requirements.
Free Text questions allow employees to provide a written response. Any non-empty answer is accepted. This is useful for collecting acknowledgements or asking employees to describe how a policy applies to their role.
To add a control question:
Open the policy and navigate to the questions section
Select Add Question and choose the question type
For Multiple Choice: enter the question, add answer options, and mark the correct answer
For Free Text: enter the question
Save the policy
Publishing a Policy
Publishing a policy makes it immediately active for all employees in your organisation. Every employee will be required to review the document, answer the control questions, and accept the policy before they can continue using the platform.
To publish a policy:
Open the draft policy
Select Publish
Confirm the action in the confirmation dialog
Once published, the policy cannot be returned to draft status. If changes are needed, create a new version instead.
Understanding Policy States
Each policy version moves through a defined lifecycle:
Draft — the policy is being prepared and is visible only to administrators
Published — the policy is active and requires acceptance from all employees
Superseded — a newer version of the policy has been published, replacing this version
Archived — the policy has been retired and is no longer presented to employees
Creating a New Version
When a policy needs to be updated, create a new version rather than editing the published version. This ensures that employees who accepted the previous version are required to review and accept the updated content.
Open the published policy
Select Create New Version
Update the document, questions, and description as needed
Publish the new version when ready
When a new version is published, the previous version moves to Superseded status. All employees must accept the new version, regardless of whether they accepted the previous one.
Tracking Acceptance
Acceptance Rates
The Policies overview page displays the acceptance rate for each published policy, showing how many employees have accepted the current version relative to the total number of employees in your organisation.
Per-Employee Acceptance
For a detailed view, open a policy and navigate to the Acceptance tab. This shows each employee's acceptance status for the current version, including:
Whether they have accepted
The date and time of acceptance
Their responses to control questions
This information supports internal audits and regulatory evidence requirements. Acceptance records are retained even after a policy is archived, ensuring a complete historical record.
Exporting Reports
The Compliance Center includes a reporting function that allows you to export acceptance data for offline analysis, auditing, or sharing with compliance stakeholders.
To export a report:
Select Export from the Policies overview page or from within a specific policy
Choose a format: CSV, XLSX, or PDF
Apply filters as needed:
Filter by specific policy
Filter by version
Filter by date range
Select Export to download the report
Exported reports include employee names, acceptance status, acceptance dates, and responses to control questions for the selected scope.
Archiving Policies
When a policy is no longer relevant, it can be archived. Archiving retires the policy so that it is no longer presented to employees, but all acceptance records and audit history are preserved.
To archive a policy:
Open the policy
Select Archive
Confirm the action
Archived policies remain visible to administrators in the policy list for reference and audit purposes. Policies cannot be deleted, only archived. This ensures that your compliance history remains complete and auditable.
Audit Logs
All compliance-related actions are recorded in the platform audit trail. Navigate to Platform Configuration → Compliance → Audit Logs to view compliance-specific audit entries.
Recorded action types include:
policy.created— a new policy was createdpolicy.published— a policy version was publishedpolicy.archived— a policy was archivedacceptance.submitted— an employee accepted a policy version
Each entry includes a timestamp, the user who performed the action, and the details of what changed. Audit log entries are immutable and cannot be modified or deleted.
For more information on the platform's audit capabilities, see Audit Logs.
Accepting Policies as an Employee
When your organisation publishes a compliance policy, you will be asked to review and accept it the next time you access the platform. This is a required step and cannot be skipped or dismissed.
What to Expect
When you log in and there are policies awaiting your acceptance, a full-screen dialog will appear. You will need to complete the following steps for each pending policy:
Read the policy document: the full PDF document is displayed within the dialog
Answer the control questions: your organisation may include questions to confirm you have understood the policy
For multiple choice questions, you must select the correct answer. If you select an incorrect answer, you can try again without penalty
For free text questions, provide a written response. Any non-empty answer is accepted
Accept the policy: once you have reviewed the document and answered all questions, confirm your acceptance
If multiple policies are pending, you will work through them one at a time. You must accept all pending policies before you can access the platform.
Viewing Your Accepted Policies
You can review policies you have previously accepted at any time. Navigate to My Account → Policies to see a list of all policies you have accepted, along with the documents and your responses to the control questions.
Common Questions
Why can I not close this dialog? Your organisation requires all employees to review and accept this policy before using the platform. This is a compliance requirement set by your administrator. The dialog will close once you have completed the acceptance process.
What happens if I answer a question incorrectly? For multiple choice questions, you will be asked to try again. There is no penalty for an incorrect answer, and you can attempt the question as many times as needed.
Where can I find my accepted policies later? Navigate to My Account → Policies to view all policies you have accepted, including the documents and your responses.
Getting Started
This section covers the initial steps for administrators setting up the Compliance Center for their organisation.
Permissions
Access to the Compliance Center is controlled through your organisation's permission settings in the GLBNXT platform. Two permission levels are relevant:
Manage compliance — allows administrators to create, edit, publish, and archive policies, view acceptance data, and export reports. Assign this to users who will manage your organisation's compliance policies.
View compliance — allows employees to view and accept published policies. This should be assigned to all users who need to interact with compliance policies.
To configure permissions, navigate to your organisation's user management settings and assign the appropriate compliance permissions to each user or role.
Document Storage
Policy documents are stored securely within your GLBNXT platform environment. Documents are scoped to your organisation, ensuring that policy files are accessible only to authenticated users within your organisation. No additional storage configuration is required.
Known Limitations
The following limitations apply to the current release of the Compliance Center:
Document viewer — the built-in document viewer does not currently support zoom or in-document search.
No policy deletion — policies can be archived but not permanently deleted. This is by design to preserve audit integrity.
No version changelog — when creating a new version of a policy, there is no dedicated field to describe what changed from the previous version.
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