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AIDA Policy Quiz Guide

You can use our AIDA policy agent to upload and create AIDA policies and policy quizzes. In your KnowBe4 console, you add your AIDA policy as a PDF file and generate a quiz. You can edit and manage quiz questions relating to the policy and then create a training campaign to assign the policy to your users. Once you’ve assigned the policy to a campaign, you can track your users’ progress and acknowledgments. For more information, view our AIDA Policy Quizzes video.

Note: For best results, only upload a policy document. Uploading other types of documents may produce unexpected results or errors.

AIDA is available on the KnowBe4 console as an add-on to your Diamond-level subscription.

Adding AIDA PDF Policies

You have the ability to upload your organization's policies to your console as a PDF file. Use the following steps to upload a policy:

  1. Log in to your KnowBe4 console and navigate to Training > Policies.
  2. Click the Add AIDA Policy button.
  3. Fill out the fields on the AIDA Policy page.

See the list below for information about each of these fields.

  1. Policy Title: Enter the title of your policy. We recommend including the policy version or creation date in the title. This is the title that will be displayed to your users.
  2. Description (optional): Enter a description of this policy for future reference.
  3. Expected Duration (optional): Specify the minimum number of minutes that users can expect to spend reviewing the policy before they can take the quiz and acknowledge the policy.
  4. Allow Download: If you enable this slider, your users will be able to download the policy from the Policy Viewer interface. For more information about the Policy Viewer, see the User Experience section of the Create and Manage Policies article.
  5. Status: Select the policy status. You can choose Draft, Published, or Archived. For more information about each status, see the Policy Statuses section of this article.
    Note: Policies cannot be published unless they have at least one published language file.

Click Save. The page will update with additional options, including the option to add a language file. See the list below for information about each of these options.

  1. Update Policy: To save your changes, click this button after you update any of the information in the fields above.
  2. + Add Language: Click this button to add a language version of your policy. The Add Language pop-up window will be displayed.
Important: Depending on your organization's needs, you can add as many language versions of your policy as you like. The first version you add will be the default version for all users.

For more information about the fields on the Language Details pop-up window, see the list below.

  1. Policy Name: Enter a name for your policy. This name will be displayed to your users.
  2. Policy File: Click the Browse button to upload a PDF file of your policy.
    Important: If you would like to upload a PDF file that was downloaded from DocuSign, the file must be unsigned. Signed PDF files from DocuSign will not upload successfully.
  3. Language: Select the written language of the policy.
  4. Add text for Accept Policy Checkbox: Enter the text that you want to be displayed next to the acceptance checkbox when your users accept a policy.
  5. Add the acknowledgment text for the policy (optional): This is the text displayed above the Add text for Accept Policy checkbox.
  6. Save and Generate Quiz: Click this button to save this language version of the policy and automatically generate the quiz.

You can edit policies to add additional language versions. For more information, see the Editing AIDA Policies section of this article.

Important: Machine-translated policies may result in poor translation. For optimal results, we recommend having a professional human translator review your policies.

Editing AIDA Policies

You can edit the policy details or add additional language versions as needed. Edits to the policy take effect immediately. Users who have already been assigned the policy will be able to see your changes the next time they view it.

Follow the steps below to edit an AIDA policy:

  1. Log in to your KnowBe4 console and navigate to Training > Policies.
  2. Find the policy you would like to edit from the policy list.
  3. Click the three dots icon next to the AIDA policy you want to edit. See the screenshot and list below for information.

Make a selection:

  • Select Preview to preview the policy and the policy quiz.
  • Select Edit to display the AIDA Policy page. See the screenshot and list below for information about each of these fields.
  • Select Delete to delete the policy.

  1. Policy Title: Enter the title of your policy or agreement. We recommend that you include the policy version or creation date in the title. This title will display on the interface your users will see when reading the policy.
  2. Description (optional): In this field, you can enter a description of this policy for future reference.
  3. Expected Duration (optional): Specify the total time in minutes that users can expect to spend reviewing and acknowledging the policy and taking the quiz.
  4. Allow Download: If you enable this slider, your users will be able to download the policy from the Policy Viewer interface. For more information about the Policy Viewer, see the User Experience section of the Create and Manage Policies article.
  5. Status: Select the policy status. You can choose Draft, Published, or Archived. For more information about each status, see the Policy Statuses section of this article.
  6. Update Policy: To save your changes, click this button after you update any of the information in the fields above.
  7. + Add Language: Click this button to add a language version of your policy. The Add Language pop-up window is displayed.
  8. Actions: Select one of the following actions:
    • Edit File Details: Select this option to edit the details of the language file.
    • Edit Quiz: Select this option to open the quiz editor and edit the policy quiz.
    • Delete: Select this option to delete the language file.
      Note: If the language file is not the default file, you will also have the additional option to Make Default.

Policy Statuses

Your policy can be in one of three statuses: Draft, Published, or Archived. You can change these statuses at any time by editing your policy.

For more information about each of these statuses, see the table below:

Draft

Use this status if you want to save your current policy progress but you don't want the policy to be available when you create a campaign.

Note: A policy can only be placed into draft status if there are no active enrollments on the policy.
Published Use this status when you are ready to use this policy in a campaign. This is the only status that makes the policy available on the Create New Training Campaign page.
Archived Use this status to archive the policy. You cannot assign an archived policy in a new campaign. However, if you include the archived policy in an active campaign, users will still be able to see the policy.

Editing a Policy Quiz

After generating your policy quiz, you can edit it to make sure it fits your organization’s needs.

Follow the steps below to edit a policy quiz:

  1. Log in to your KnowBe4 console and navigate to Training > Policies.
  2. Find the policy you would like to edit from the policy list.
  3. Select Edit from the Actions menu.


On the AIDA Policy page, scroll to the bottom and then Select Edit Quiz from the Actions menu next to a language file at the bottom of the page to open the quiz editor.

See the list below for information about each of these fields.

  1. All Questions: This is the page's default view. It lists all of the quiz questions available.
  2. Saved Questions: Click this subtab to view the questions you have saved.
  3. Unsaved Questions: Click this subtab to view a list of unsaved questions.
  4. Generate New Questions: Click this button to generate a new quiz based on the same policy.
  5. Questions and answers: This area includes the AIDA-generated questions and multiple-choice answers. Hovering your mouse over a question or an answer will provide additional options:
    • Edit the questions or answers: Click the pencil icon to make the text field next to a question or answer editable. After editing the text, click the check icon to save the new text or the x icon to cancel the edit.
    • Set as correct answer: Click this button to set the response as the correct answer.
  6. Feedback Text: The text that appears after a question is answered.

Saving and Unsaving Questions

Blue bookmark icons next to a question indicate that the question has been saved. Clear bookmark icons indicate that the question has not been saved. Select or clear bookmarks to save and unsave questions.

Editing Policy Quiz Questions and Answers

You can quickly edit questions and answers in the quiz editor. Follow the steps below to edit the quiz questions and answers.

Hover over a question and answer to see the pencil icon, and then click the pencil icon to make the text editable.
Edit the text in the box, then make a selection:

  • Click the check icon to save the edits
  • Click the x icon to cancel the edits.

Publishing a Policy Quiz

After you are satisfied with the quiz questions, scroll to the bottom of the page, then follow the steps below to publish a policy quiz.

  1. Make a selection:
    • Click Save as Draft to save your changes and come back to edit your quiz when you're ready.
    • Click Publish to publish the quiz for use in the console. If the policy is active in any campaigns, the quiz will be immediately available to users in the campaigns. You will return to the AIDA Policy page.
  2. Select Published from the Policy Status drop-down menu.
  3. Click the Update Policy button.

You will be taken to the Policies subtab, and the policy status will show as Published.


For steps on how to assign a policy to your training campaign, see the Assigning Policies section of the Create and Manage Policies article.

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