Frequently Asked Questions

General Questions


• What is PolicyPrime?
• PolicyPrime is a suite of applications designed to facilitate management, updating, and access to an organization's policy and procedure manuals. It includes two online website applications (PolicyPrime.com, and PolicyDocuments.com) and one software application (PolicyPrime Administrator).


• What is PolicyPrime.com?
• The web site PolicyPrime.com is where an organization first registers for the PolicyPrime suite of applications and sets up the administrator account. Following registration the site is where the manual administrator(s) can manage their accounts and track the viewing of individual policies.


• What is PolicyPocuments.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.


• What is the PolicyPrime Administrator?
• PolicyPrime Administrator is the software that manual 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.


• 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 training and preparing your employees includes reading a policy and procedure manual, then PolicyPrime is definitely for you! If you have policy manuals and would like to provide an easier way to read them, or you plan on putting together manuals and want to start off on the right foot, 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 at PolicyDocuments.com
  2. Never flip through hundreds of pages looking for one policy again! Find it online or use the search feature.
  3. Managing policies is easy through PolicyPrime Administrator.
  4. Manual Administrators will know which policies have been viewed and who has viewed them through the Records page on PolicyPrime.com


• How much does PolicyPrime cost?
• The PolicyPrime suite costs $29.99 billed each month or $299.00 billed yearly.


• Can my organization try PolicyPrime for free?
• Of course! There is a demo organization already set up for you to try. You can even submit a sample of one of your policies to see how it will look at PolicyDocuments.com with your organization's manuals and to find out what the policies will look like online. See Implementation to take a test run with PolicyPrime.


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




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.


• Can anyone log in and use the organization's PolicyPrime.com account?
• No. 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?
• To check policy-viewing histroy, an administrator goes to the PolicyPrime.com Records page and filters the records to find the information.




PolicyDocuments.com


• 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.


• Who has access to the 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.


• How can I find the policy that I am looking for?
• There are 3 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.
  3. If the name of the policy is already known, it will be located within PolicyDocuments.com at a url similar to subdomain.policydocuments.com/policies/show/policy_name where the subdomain is that which the organization specified upon signup and name is the name of the 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.




Policy Prime Administrator


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


• Who can use the administrator software?
• The Administrator program can be used by anyone with the administrative log in. Operations, such as loading users and policies, require communication with the PolicyPrime.com account.


• How do I give employees access to the policy manuals?
• Go to the 'User Administration' page and establish a user list. Then, assign manuals to individual users. Messages display the status of each user operation. The messages will either confirm the operation succeeded or give an error and an explanation as to why the operation failed.


• How do I upload policy manuals for viewing at PolicyDocuments.com?
• Go to the 'Policy Administration' page, specify which policies are to be uploaded/updated, and hit the 'Tranfer Files' button. A message will display indicating the success or failure of the transfer.


• My organization has a manual that is used only by a select group of managers. 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 alongside our policies at PolicyDocuments.com?
• Follow the directions listed here.


• How do I allow the administrator software to interact with my Windows Firewall?
• 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 move PolicyPrime Administrator to a different machine?
• 1. Make sure you have updated the PolicyPrime Administrator to the most recent version.
  2. Run PolicyPrime Administrator.
  3. Select the 'Housekeeping' page and press the 'Backup Database' button.
  4. The backup file will be placed in the 'Backup Directory' listed. It will be named PP_DB_Backup_[current date].mgzip
  5. Leave the default options selected and press the 'Backup' button.
  6. Open windows explorer and navigate to the backup directory.
  7. The copy the backup file to the new machine.
  8. Download the installer for the PolicyPrime Administrator onto the new machine.
  9. Place the backup file in the same directory as the PolicyPrime Administrator installer.
  10. Run the installer. It will automatically recognize that a backup file is present and 'Restore From Backup' will appear as a checked item within the installer.
  11. After the installer has finished, run PolicyPrime Administrator.
  12. Select the 'Manual Maintenance' page. You will notice that the policies listed appear in red text. This means that the program cannot find them.
  13. Drag the missing policies into the policies list from windows explorer or press the 'Add Policies' button to select the missing documents.
  14. The policies will appear in black text once the PolicyPrime Administrator has located them.