Frequently Asked Questions

General Questions


• What is PolicyPrime?
• PolicyPrime is an application and web site designed to facilitate management, updating, and access to an organization's policy and procedure manuals.


• What is the PolicyPrime Administrator?
• PolicyPrime Administrator is the software that administrators use to manage policies and users locally. The software is downloaded for use by the policy administrator(s) and communicates with the organization's PolicyPrime.com account to perform its duties.


• What is PolicyPrime.com?
• The web site PolicyPrime.com is where an administrator, following registration, can manage their accounts and track the viewing of individual policies on the site.


• What is PolicyDocuments.com?
• PolicyDocuments.com is the web site at which your organization's policy manuals are viewed. Employees who have been given user access simply log in to gain access to the manuals. PolicyDocuments.com can also be accessed through PolicyDocuments.org or PolicyDocuments.net to match your organization's web site address.


• Is PolicyPrime intended for my organization?
• The purpose of PolicyPrime is to provide easy access and management to your organization's policy and procedure manuals. If you have policy manuals and would like improve the long-term stability and safety of your organization, help maintain an orderly, productive office and prevent misunderstandings and problems, then PolicyPrime is for you!


• How will PolicyPrime benefit my organization?
• There are multiple ways in which PolicyPrime will benefit your organization:
  1. Employees will have easy access to policy manuals from any web browser, 24 hours a day.
  2. Easily locate the appropriate policy. Find it by navigating the contents or use the search feature.
  3. Set effective dates, so the on-line policy is always the most current version.
  4. Administrators will know which policies have been viewed and who has viewed them.
  5. Employees can be tested on policy comprehension.


• Do I need access to my network's server or help from my IT department to set up PolicyPrime?
• PolicyPrime has taken the hassle out of distributing your policies and procedures on the web. The PolicyPrime Administrator program installs on your desktop. Installation is a simple process and no other software is required. Your policydocuments.com web site is hosted on our servers and we handle everything on that end.


• How much does PolicyPrime cost?
• PolicyPrime Basic costs as low as $240.00 per year. PolicyPrime Premium, which allows quizzes for comprehension, is also available for as low as $360.00 per year. See Pricing for more information.


• Can my organization try PolicyPrime for free?
• Of course! There is a demo organization already set up for you to try. You can also submit a sample of one of your policies and register for the 30-day free trial to see how your policy manuals will look at PolicyDocuments.com. See Implementation to take a test run with PolicyPrime.


• Does PolicyPrime require my policies have a specific format?
• PolicyPrime expects policies to be in Microsoft^® Word (.doc, .docx) file format, one policy per document. The policy itself should have a consistent format that includes, at a minimum, the policy title.
  
  If your organization has all of its policies in one document or an inconsistent format, the creators of PolicyPrime can assist you in reformatting it for publication via PolicyPrime. Just contact us for a quote.




PolicyPrime.com accounts


• How does my organization sign up for a PolicyPrime.com account?
• Signing up is simple! Follow the instructions on the Implementation page.


• Is my PolicyPrime.com account secure?
• Yes. Only someone who has the administrative login and password will be able to log into PolicyPrime.com. There is only one administrative login and password per account, so if multiple people require access, they all use the same information.


• How does an administrator check that an employee has viewed a policy or successfully demonstrated comprehension through a quiz?
• To check policy-viewing and quiz results history, an administrator goes to the PolicyPrime.com Account Management page and selects the appropriate management area.


• Why do documents, users, and manuals that I have removed from the PolicyPrime Administrator still appear as drop down menu selections or still appear in the search results when viewing document viewing records or quiz results?
• These items are not permanently deleted from the PolicyPrime Administrator so an administrator can always find document viewing records and quiz results corresponding to any prior document, user, or manual.




PolicyDocuments.com


• Who has access to my organization's policy manuals?
• Unless you specify that your manuals are public, only users who have been loaded into the system through the PolicyPrime Administrator software will have access to the manuals. These users will have been given a unique login id and a random password which they may change after logging in.


• Is my PolicyDocuments.com website secure?
• Yes, if you make it private. For private web sites, the administrator defines the users that are permitted to login and view the policies on the web. Public web sites are just that - public.


• How do I give my organization's employees access to PolicyDocuments.com?
• The PolicyPrime Administrator software includes the ability to load users into the system. Simply open the program, go to 'User Maintenance', fill out the fields, hit 'Load Users' and the employees are ready to go.


• How can I find the policy that I am looking for?
• There are 2 ways to find a policy:
  1. Use the 'Search' feature. After indicating which manual applies to you, 'Search' is added to the navigation menu on the left edge of the screen. Simply enter the text you would like to search for and policies containing that text are listed.
  2. Navigate the manual. After a user logs in they choose which manual applies to them. From this point simply navigate the sections of the manual to find the correct policy.


• What if my organization's web site address uses .net or .org?
• To match your organization's web site address, PolicyDocuments.com can conveniently be accessed through PolicyDocuments.net or PolicyDocuments.org.


• How do I display my organization's logo on our PolicyDocuments.com pages?
• Follow the directions listed here.




PolicyPrime Administrator


• How do I get the administrator software?
• The PolicyPrime Administrator can be downloaded here.


• What are the system requirements?
• System requirements are minimal and can be found on the download page.


• Who can use the administrator software?
• The Administrator program can be used by anyone with the administrative password and internet access.


• How do I give employees access to the policy manuals?
• If your have made your policies public, anyone can access them at YourOrganizationName.policydocuments.com. To restrict access, set your web site to private in Organization Administration and go to the 'User Administration' page and establish a user list. Then, assign manuals to individual users.


• How do I upload policy manuals for viewing at PolicyDocuments.com?
• When the PolicyPrime administrator program detects a policy or manual has changed, the Transfer Files button will be enabled. Just click on it to transfer your policies to the web.


• My organization has a manual that may be viewed by a select group of managers only. Can I restrict access to a manual?
• Yes. Do not assign the manual to any Organization/Responsibility. Create either a general username and password for the manager group, or assign each member a username and password. Then assign the restricted manual to those users only.


• How do I display my organization's logo on our PolicyDocuments.com pages?
• Follow the directions listed here.


• How do I prevent Windows Firewall from blocking the administrator software?
• For XP:
  1. Open the Control Panel from the Start menu.
  2. Click 'Security Center'
  3. Under 'Manage security settings for:', click 'Windows Firewall'
  4. Open the 'Exceptions' tab and click 'Add Program'.
  5. Select PolicyPrime Administrator if it is listed, then skip to step 7.
  6. Click 'Browse...' and then go to the directory that PolicyPrime Administrator is located in, and choose to open PolicyPrime Administrator.
  7. Click 'OK' to add a firewall exception for PolicyPrime Administrator.
  8. Click 'OK' again, and exit out of the Control Panel. Now Windows Firewall will allow PolicyPrime Administrator to communicate with the PolicyPrime.com server.
  
  For Vista:
  1. Open the Control Panel from the Start menu.
  2. Click 'Allow a program through Windows Firewall' from the 'Security' section if it is available, then skip to step 4.
  3. If it is not available, first click 'Security' then click on it from the 'Windows Firewall' section.
  4. Click 'Continue' when prompted for your permission.
  5. Open the 'Exceptions' tab and click 'Add Program'.
  6. Select PolicyPrime Administrator if it is listed, then skip to step 8.
  7. Click 'Browse...' and then go to the directory that PolicyPrime Administrator is located in, and choose to open PolicyPrime Administrator.
  8. Click 'OK' to add a firewall exception for PolicyPrime Administrator.
  9. Click 'OK' again, and exit out of the Control Panel. Now Windows Firewall will allow PolicyPrime Administrator to communicate with the PolicyPrime.com server.


• How do I share the PolicyPrime Administrator program with another user?
• 1. Your policy documents should be located in a shared directory on your network.
  2. Download the installer for the PolicyPrime Administrator onto the new machine.
  3. Login to the PolicyPrime Administrator using the administrator email and password.
  4. All of the previously added policy documents are automatically recognized by the software.


• Where can I get more detailed help and documentation about the PolicyPrime Administrator's features?
• Click here.