> For the complete documentation index, see [llms.txt](https://docs.sprinto.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.sprinto.com/policies/dashboard-actions/manage-policies-and-versions.md). # Manage Policies and Versions Understand how to manage policies throughout their lifecycle in Sprinto—from creation and approval to versioning, disabling, and re-enabling. *** ### Policy lifecycle The table below summarises the states a policy goes through and the available actions at each stage:

Status	Description	Available Actions
Draft	Policy is being written or revised.	Edit content, assign reviewer, send for approval, delete, disable
Pending Approval	Policy has been submitted for approval by an assigned reviewer.	Reviewer can approve or reject
Active	Policy is live and accessible to users.	Create new version, view details, disable
Disabled	Policy is no longer in effect.	Enable policy (returns to Draft), view details

*** ### Video Guide Here's a short video on how to update policies. {% embed url="" %} ### Update reviewer You can change the approver of a policy document before it is sent for approval. #### Steps 1. Log in to the Sprinto Dashboard. 2. Go to the **Policies** section and click on a policy in Draft status you wish to update. 3. In the **Details** panel on the right, click **Edit**.

4. In the **Approver** field, select a new reviewer from the list of available roles. 5. Click **Save**.

*** ### Send a policy for approval Once your policy draft is finalised, send it for approval to activate it. Here's a short video explaining the same. {% embed url="" %} #### Steps 1. Open the policy in **Draft** status. 2. Click **Send for approval**.

3. In the **Document preview** step, review the content. 4. Click **Next**.

5. Enter a version number and optional notes. 6. Click **Send for approval** to complete the submission.

The approver must approve this version for it to become Active. *** Add the following section under **Manage Policies and Versions**. *** ### Mark a Policy as Approved If a policy was reviewed and approved outside Sprinto, you can manually record the approval within Sprinto. This helps maintain an accurate approval history and compliance record without requiring the approval workflow to be completed in the platform. {% hint style="info" %} #### Note This is an on-demand feature. Contact Sprinto Support to enable it for your organisation. {% endhint %} #### Mark a policy as approved 1. From the Sprinto dashboard, go to **Policies**.

2. Select the policy or document that was approved outside Sprinto. 3. In the policy details panel, under **Status**, click **View details**.

4. In the **Approval path** section, click **mark it as approved**.

5. In the **Mark document as approved** window: 1. Select the **Approved on** date. 2. Select one or more **Approvers**. 3. (Optional) Add approval notes. 4. (Optional) Upload supporting evidence, such as signed documents or approval records. 6. Click **Mark as approved**.

The policy status changes to **Approved**, and the approval details are recorded against the active version of the document. #### Edit approval details After a policy has been marked as approved, you can update the approval information if required. 1. Open the policy from the **Policies** page. 2. In the policy details panel, locate the **Status** section. 3. Click **Edit** next to the approval status.

4. Update any of the following information: * Approval date * Approvers * Notes * Supporting evidence 5. Click **Save changes**.

The updated approval details are saved and reflected in the policy record. #### What information can you record? When manually approving a policy, you can capture:

Field	Description
Approved on	The date on which the policy was approved outside Sprinto.
Approvers	One or more individuals who approved the policy.
Notes	Additional context or comments related to the approval.
Evidence	Supporting documents that validate the approval, such as signed copies, emails, or approval records.

#### Use cases You can use manual approval when: * Policy approvals are managed through an external governance or legal process. * Approval evidence exists outside Sprinto. * Historical policy approvals need to be recorded for audit purposes. * A policy was approved before Sprinto was implemented and needs to be brought into compliance records. {% hint style="warning" %} #### Important Manually marking a policy as approved records the approval outcome in Sprinto. Ensure that the approval date, approvers, and supporting evidence accurately reflect the external approval process. {% endhint %} *** ### Create a new version To make updates to an Active policy, create a new version. #### Steps 1. Click the policy with **Active** status. 2. Click **+ New version**.

3. Click Other options to add a new version if you wish to **Revert template to default content** or **Upload file.** 4. Select one of the following options: * **Revert template to default content**: Load the default Sprinto template and edit it. * **Upload file**: Add a PDF version of the policy (non-editable).

5. Edit the draft and click **Save as draft**.

6. Send the new version for approval following the same steps as above. *** ### Disable or re-enable a policy If a policy is no longer applicable, you can disable it. Re-enabling requires re-approval. #### Disable a policy 1. Scroll to the bottom of the Active policy view. 2. Click **Disable document**.

3. The policy is moved to **Disabled** state. #### Re-enable a policy 1. Open the disabled policy. 2. Click **Enable**.

3. The document returns to Draft status. 4. Send the policy for approval again to make it Active. *** ### View policy history Track all policy versions and their status. #### Steps 1. Open the policy. 2. Scroll down to **Document versions**.

3. View all previous versions (e.g. v1, v2) along with their status. 4. Click **Details** beside any version to see: * Version number * Created by * Disabled by (If the Policy is disabled) * Creation date * Type (Template-based or PDF upload)

### Set up a System Description Here's a short video that explains how to set up a system description for SOC2 compliance. {% embed url="" %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.sprinto.com/policies/dashboard-actions/manage-policies-and-versions.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.