Policy Sign Off
This SharePoint Add-in creates a way for staff to read, acknowledge and agree to company policies online.
Bulletproof Apps are no longer available for download in the Microsoft AppSource store and will be retired permanently on December 1, 2022.
Please contact Bulletproof for custom app development
services using Microsoft 365 and Microsoft Azure.
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How do I add the app to my SharePoint site?
After downloading the Policy Sign Off app from Microsoft AppSource, you can add the app to a site just like any other list or library. Follow these steps:
Before you add the Policy Sign Off app to your SharePoint site, consider the following:
- We recommend that you (1) create a new site or site collection to keep the app in it's own site or (2) add the app to a site where you know that you want to add the web part to an existing web page.
- During the deployment process, many lists will be created on your site. You may want to apply unique permissions to each list using your own SharePoint security groups.
- The deployment process requires that Site Columns and Content Types be created at the Site Collection level. You must have the appropriate permissions.
Open the gear menu, and select Site Contents.
In the Classic Experience, click add an app.
In the New Experience (the Modern UI), select New > App.
Click the icon for Policy Sign Off.
If this is the first time you are adding the app to your site, you'll need to grant permissions. Click Trust it. The following permissions are required:
- Site Collection. Site Columns and Content Types are created at the root website of your site collection. In addition to being SharePoint best practice, it allows the app to be installed on multiple sites.
- Site. Lists are created on the current site to store data for the app. Your data is stored on your site, not with Bulletproof.
- Users. The app needs to know information about the current user such as display name and email address.
Information about data and privacy can be found at https://bulletproofapps.azurewebsites.net/Home/Privacy.
When the installation is completed, you should see Policy Sign Off listed in your Site Contents.
What permissions should I apply to the new lists?
You can use the built-in permission levels that come with SharePoint, or create your own custom levels. Follow these guidelines:
The PSO Administrators list contains a list of all users who are administrators of the Policy Sign Off app. Administrators can see all of the administrative pages and menu items. Regular users can only see the Sign Off Page.
- Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
- Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
The PSO Policies list contains information for all company policies (or other documents/videos that require acknowledgment). This includes the Policy Name, Effective Date, Link to the Policy, etc.
- Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
- You may want to delegate policy management to users who should be able to edit this list. The built-in SharePoint Members group with Edit permission level can be used.
- Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
The PSO Sign Off list contains a record of when all staff have agreed to and acknowledged their assigned policies.
- Regular users must be able to add new items to this list, because the app inherits the current user's permission level. The built-in SharePoint Members group with Edit permission level can be used; however, regular users DO NOT require edit or delete permissions. We recommend creating a custom permission level that only allows users to add new items to this list.
- Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
**NEW** in version 1.1.0. The PSO Staff List contains a list of all staff and managers. You must enter data in this list for the Policy Sign Off Reports page to work, because a list of all staff must be compared to the list of staff who have acknowledged policies.
- Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
- You may want to delegate maintenance of staff and managers to others who would be able to edit this list. The built-in SharePoint Members group with Edit permission level can be used.
- Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
Why does the app redirect me to "azurewebsites.net"?
Bulletproof Apps for SharePoint use the SharePoint Provider Hosted Add-In Framework. This means that Bulletproof hosts a website in Microsoft Azure cloud services that contains all of the app's web pages and web parts. Every website in Microsoft Azure is assigned a web address like "myapp.azurewebsites.net". When you click on the app in your SharePoint site, you get redirected to this site. All apps are secure and authenticated by your SharePoint site.
No step-by-step instructions for this topic.
Policy Sign Off - User Guide
How do I agree to and acknowledge a document or video?
All items that require your acknowledgment are listed on the policy sign off page. Follow these steps:
Open the gear menu on the site where the app is installed, and click Site Contents.
Click the Policy Sign Off app.
(App administrators only) In the navigation menu, click Sign Off Page.
Find the desired policy, and click the link to read the document (or watch the video).
Check the I acknowledge... checkbox, and click Save.
An Acknowledged message will be displayed. Please note that the date will not be displayed until the page is refreshed.
How do I know what I've already acknowledged?
All previous acknowledgments are listed on the policy sign off page. Follow these steps:
Open the gear menu on the site where the app is installed, and click Site Contents.
Click the Policy Sign Off app.
(App administrators only) In the navigation menu, click Sign Off Page.
All policies that you have acknowledged will be listed along with any new policies that require your sign off.
How do I get reports on who hasn't acknowledged a policy?
New in version 1.1.0. For details, click to expand the Getting Started category in the online help, and browse the online help topic Browse the Sign Off Reports page. You can generate reports on who has or has not acknowledged a policy.
No step-by-step instructions for this topic.
Policy Sign Off - Administration
Can I customize the Sign Off Page and web part?
**NEW** in Version 1.1.3. Yes, the entire Sign Off Page and web part is customizable. Some elements can be customized for each policy using the PSO Policies list, and some elements are customized globally using the Configuration Options app page.
Use the PSO Policies list to customize the Policy Name, Effective Date, Link to Policy, and Custom Message. These customizations apply to each individual policy.
Use the Configuration Options app page to customize the Effective Date Label Text, Acknowledgement Label Text, and Save Button Text. These customizations apply to all policies.
Can I link to documents and videos other than policies?
Yes, you can link to anything that staff are required to agree and acknowledge. The documents and videos must be accessible using a web browser, and they can be stored inside or outside of SharePoint.
No step-by-step instructions for this topic.
Can I receive email alerts when staff acknowledge policies?
Yes, follow these steps to create an email alert on the PSO Sign Off list. Or, you can use Power Automate (a.k.a., Flow) to create custom workflows on any SharePoint list created by the app.
On your SharePoint site, open the gear menu, and click Site Contents.
Click the PSO Sign Off list.
Using the Classic Experience, click the List tab in the ribbon, open the Alert Me menu, and click Set alert on this list.
Using the New Experience (Modern UI), open the ellipsis menu (...), and click Alert Me.
Enter a meaningful Alert Title, for example "New Policy Acknowledgment". Set the Change Type to New items are added. Update other options as desired, and click OK.
Can I use my own SharePoint page for Policy Sign Off?
Yes, the Sign Off Page is available as a web part which can be added to any SharePoint page on the same site where the app is installed. Follow these steps:
If your web page uses the New Experience (Modern UI), click Edit.
Click the Plus (+) icon to add a web part, and click Policy Sign Off.
You may want to resize the web part to prevent unnecessary scroll bars. If so, click the pencil icon.
Make one or more changes as needed.
- Check Resize to fit the page to automatically size the web part and fit to mobile devices.
- Adjust the Width and Height if you prefer a fixed size. You may see scroll bars.
Click Save and close (or click Publish).
If your page uses the Classic Experience, follow these steps. These screenshots were taken using a Web Part Page. Click Edit Page.
Click Add a Web Part in the desired web part zone.
Select Policy Sign Off, and click Add.
Edit the web part properties, and adjust the Height and Width to manage scroll bar issues. Click Apply to save new web part properties.
Click Stop Editing to save the page.
How do I uninstall the app from my site?
You can uninstall the app from the Deployment Options page. Follow these steps:
On the Deployment Options page, select Click here to uninstall.
Click Uninstall Now to confirm.
- All lists used by the app will be deleted from the current site, including all data. Lists are deleted permanently, they will not appear in your Recycle Bin.
- All Site Columns and Content Types will be deleted from the site collection. However, if the app is installed on any other sites, the Site Columns and Content Types cannot be deleted until the last app is uninstalled.
How do I manage user licenses?
User licenses for Bulletproof Apps are managed on the Configuration Options administration page. Here are some guidelines for managing licenses:
In the top navigation menu for your app, click Configure.
Scroll down to the User Management section.
If your Total Licenses shows Unlimited, then your app can be used by an unlimited number of users. No user management is required. Please note that depending on the app, there may be restrictions on the number of users allowed per site.
Otherwise, Total Licenses will show the maximum number of user licenses available, and additional options will be visible.
- Total Licenses. The maximum number of users who can use the app.
- Automatically Add Users. When this box is checked, users will be automatically granted a license and added to the Authorized Users list.
- Authorized Users. The list of users who are authorized to use the app.
To manually add a new Authorized User, enter their email address in one of the textboxes and click Save.
- At first, just the email address will be visible on the Configuration Options page.
- When the user first browses the app, their SharePoint display name will be added to the page.
- If you have a license level with hundreds of users, this list could be very long. Use your browser's "Find on Page" functionality to search for individual user names (on Microsoft Windows web browsers, this can usually be found by pressing Ctrl-f).
How do I submit a request to Bulletproof Support?
The app administrator can submit a request by filling out the form on the Online Help page. Follow these steps:
Go to your SharePoint site where the app is installed and click on the app. Then click Get Help in the navigation menu.
Under the heading Submit a Request, fill out the form and click Save. A member of the Bulletproof support team will contact you.
Does Bulletproof offer additional SharePoint support?
Yes, Bulletproof has a team of SharePoint Support staff and offers support contracts as a Managed Service. Bulletproof also has a team of SharePoint Consultants in the Professional Services division who can assist you with planning, architecture, custom development, and general consulting. Go to https://www.bulletproofsi.com for more information.
No step-by-step instructions for this topic.
Does Bulletproof make any other apps?
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