How to create and add custom policies

Gnowbe allows organizations to create and present custom policies for their end users' acknowledgment upon account registration/logging in. This is a way for organizations to ensure that their users give consent to relevant disclaimers for legal or compliance requirements.


Once set up, custom policies will appear with an opt-in checkbox when new users register for a Gnowbe account or the next time existing users log into Gnowbe.

The Custom Policies feature is only available to our Enterprise subscribers. Please contact your Gnowbe representative or [e-mail] if you are unable to access this feature.

There are three parts to this guide:

1. How to add custom policies
2. How to delete custom policies
3. How to edit and update custom policies

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How to add custom policies
Only Admins can create/edit custom policies for the organization. Our custom policy feature allows you to create multiple policies and add multiple versions of the same policy.

1. Log into Dashboard and click Policies.
   
   
   
2. Click Add Policy.
   
   
   
3. Give your policy a description and title. Select if it is a Privacy or Terms of Use policy.
   
   
   
4. Click Save Policy.
   
   
   
5. You will now need to add your policy documents. Expand your newly created policy.
   
   
   
6. Scroll down and click Add Policy Version.
   
   
   
7. Upload your policy documentation. Only PDF files are supported. Users will read this file to learn more about your policy before acknowledging it.
   
   
   • The Get agreement from participants option is only relevant when adding newer versions of your policy. Checking this option requires existing users to acknowledge the newer version of your policy before they can log into Gnowbe.
     
   • You can leave this option unchecked if you are adding the first version of your policy as Gnowbe will automatically get existing users to acknowledge it when they log in.
     
     
8. Once done, click Save Policy Version.
   
   
   
9. Click Add Policy and repeat the same process to add multiple policies for your organization.
   
   
   
10. Once you have set up your policy, you'll need to assign it to your group(s). Click Group and select your group.
    
    
    
11. Click Settings.
    
    
    
12. Click Group Policies.
    
    
    
13. Select your policy from the drop-down menu and click Save.
    
    Note: You will be able to check and assign more than one policy to your group(s) if you added multiple policies to your organization.
    
    
14. Users added to this group can now read and acknowledge your policy document when they register/log in to Gnowbe.
    

How to delete custom policies
Only Admins can delete custom policies for the organization.

1. First, ensure that all groups in the organization do not have the policy you intend to delete assigned to them.
   
   
2. To unassign a policy from a group, go into the group's Settings page and click Group Policies.
   
   
   
3. Uncheck the policy and click Save.
   
   
   
4. Once the policy has been unassigned from all your groups, go back to your Organization page and click Policies.
   
   
   
5. Expand your policy, scroll down, and click Delete.

How to edit and update custom policies
There are two options when it comes to editing your custom policies. You can choose to:

1. Update your current version by uploading a new policy document (existing users will not be prompted for acknowledgment)
2. Add a new version of your policy (existing users can be prompted for acknowledgment)

Option 1 - Updating your current policy

1. Log into Dashboard and click Policies.
   
   
   
2. Expand your policy and then Versions. Find your latest policy version and click Upload to update your policy document (PDF file only).
   
   
   
3. Click Save Changes. Existing users will not be prompted to acknowledge your update. New users will see your updated policy document upon registration.
   

Option 2 - Adding a new version of your policy

1. Log into Dashboard and click Policies.
   
   
   
2. Expand your Policy. Click Add Policy Version.
   
   
   
3. Upload the new version of your policy documentation. Only PDF files are supported. Check Get agreement from participants to prompt existing users to acknowledge this new version of your policy document.
   
   
   
4. Once done, click Save Policy Version.