Manage Policies and Versions

Review, approve, edit, and track your policies and documents throughout their lifecycle.

Certainly. Here's the fully updated article for Manage Policies and Versions, now including the Policy Lifecycle table and revised flows based on your latest screenshots. This version is aligned with the Microsoft Writing Style Guide and uses British English throughout.

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Manage Policies and Versions

Understand how to manage policies throughout their lifecycle in Sprinto—from creation and approval to versioning, disabling, and re-enabling.

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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Disabled	Policy is no longer in effect.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

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Video Guide

Here's a short video on how to update policies.

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.

1. In the Approver field, select a new reviewer from the list of available roles.

2. Click Save.

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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.

Steps

1. Open the policy in Draft status.

2. Click Send for approval.

1. In the Document preview step, review the content.

2. Click Next.

1. Enter a version number and optional notes.

2. Click Send for approval to complete the submission.

The approver must approve this version for it to become Active.

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Add the following section under Manage Policies and Versions.

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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.

Note

This is an on-demand feature. Contact Sprinto Support to enable it for your organisation.

Mark a policy as approved

1. From the Sprinto dashboard, go to Policies.

1. Select the policy or document that was approved outside Sprinto.

2. In the policy details panel, under Status, click View details.

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

1. 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.

2. 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.

1. Update any of the following information:

   • Approval date

   • Approvers

   • Notes

   • Supporting evidence

2. 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.

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.

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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.

1. Click Other options to add a new version if you wish to Revert template to default content or Upload file.

2. 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).

1. Edit the draft and click Save as draft.

1. Send the new version for approval following the same steps as above.

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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.

1. The policy is moved to Disabled state.

Re-enable a policy

1. Open the disabled policy.

2. Click Enable.

1. The document returns to Draft status.

2. Send the policy for approval again to make it Active.

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View policy history

Track all policy versions and their status.

Steps

1. Open the policy.

2. Scroll down to Document versions.

1. View all previous versions (e.g. v1, v2) along with their status.

2. 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.