Documents & Policies

Overview

Efficiently providing and managing documentation is a key component in the fields of data protection and IT security. This page offers you all the important functions for managing your documentation. You can upload, update, manage, and link documents with elements in the platform.

The overview page subdivides all your documents into All, Active, Draft, Inactive, and Review. Click on an existing document to manage it or create a new one.

Creating a new document

As with every element, you can create the document manually or load a shared one from your organization. This guide focuses on manual creation and explains the Multiple Upload function. To learn more about Downloading an element, read the corresponding guide.

Manual Creation

To create a document:

• Click Create and select Create Document.
• Select the responsible person and set the status.
• Name the document.
• Choose the type, which can either be a document or a link.
• You can select one or more Organizational Units from the dropdown menu.
• Classification is a freely chosen attribute used for organizational purposes.
• Both organizational units and attributes can be created ad-hoc if needed by typing the name into the field and selecting it.
• Click Next when finished.

File

Depending on the chosen type, you can upload the files or enter the link on the next page.

• Upload Files: Drag the file into the grey field or click it to select it from your computer.
• Enter Link: Enter the link into the corresponding field (http:// and https:// URLs are allowed).

Click Save after uploading all required documents.

Multiple Upload

An easy way to upload multiple new documents at once is to use the Multiple Upload feature. 

• Click Multiple Upload.
• Drag and drop all the files you want to upload into the gray field or click inside to select files from your computer.
• For each file, a document will automatically be created, named, and linked to the file.
• The newly created documents can be found under the Draft tab, where you can customize the document information as described below.

Managing a Document

Click on a document in the overview to manage it.

General

On the General tab, you can view general information about the document.

• By clicking Edit, you can modify or add to this information.
• As with most elements, you can manage access or add a note by clicking Notes on the right.

File

In the File tab, you can view the current files. The file type can vary significantly depending on the content – from detailed PDF reports to simple screenshots. You can open PDFs or download files by clicking the corresponding icon.

Upload additional files if needed:

• Documents: Drag and drop the file into the gray field, or click inside the field to select a file from your computer.
• Link: If the document is a link, it will be displayed on the page. You can open the link directly. Click Edit to modify the link or add additional links if necessary.

Linked Elements

The Linked Elements tab lists all elements in your platform linked to the document, such as ROPAs, vendors, or data collection points.

• Document linking is managed through the corresponding elements.
• Most elements have their own Documents tab where you can add documents specific to that element.
• To unlink elements, check the corresponding boxes and click the trash can icon in the black bar on the right.

Controls

If controls of an international standard are linked to the document, they will be listed under this tab.

• You will see both the control name and the associated standard.
• You will be taken directly to the corresponding standard by clicking on a control.

Tasks

You will find the tasks linked to your document on the Tasks tab.

• To link a new task, click Add.
• Select a task from the library.
• Click Add to List to link the task.
• You can also create a new task by clicking Create. To learn more, follow the steps in the task guide.

Assessments

You will find all assessments linked to this document on the Assessments tab.

• Use Add to link additional assessments.
• Select an existing one and click Add to List.
• To create a new assessment, click the Create button. Follow the assessment guide to learn more.

Workflows

Under the Workflows tab, you can view required actions or trigger a new workflow.