Policy Management Module

How to Create and Manage Policy Campaigns

In the Policy Management module of your KCM GRC platform, you can create policy campaigns to send policies to your users. When your users receive the policies in their email, they can read and acknowledge them. Then, as your users acknowledge the policies, you can monitor your campaign progress. 

See the sections below to learn how to create and manage policy campaigns. For general information about the Policy Management module, see our Policy Management Module Guide

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Creating Policy Campaigns

Monitoring and Managing Policy Campaigns

Creating Campaigns

When you create a campaign, you can select the policy or policies that you would like to assign to your users. You can also set campaign notifications to prompt your users to acknowledge the policies. 

Important:Before you create a campaign, you will need to add policy management users to policy management groups. To learn how to create policy management users and groups, see our How to Add Users and Groups to the Policy Management Module

To create a policy campaign, follow the steps below:

  1. From the navigation panel, navigate to Policy Management > Campaigns.
  2. In the top-right corner of the page, click the Create Campaign button.
  3. Fill out the fields on the Create a New Campaign page. For more information about these fields, see the list below:
    Note:We recommend that you avoid including the < and > special characters in these fields.

    Create Campaign Page PNG

    1. Name: Enter a name for your campaign. This name will be included in any email notifications that you set up for this campaign.
    2. Start Date: Click this field to open a calendar where you can select a start date for your campaign. 
    3. Start Time: Enter a start time into the field, or click the clock icon to select a start time for your campaign.
      Note:You must select a start time that is at least 15 minutes after the time that you create the campaign.
    4. Time Zone: From the drop-down menu, select a time zone for your campaign's start time.
    5. End Campaign At: Select a type of end date for the campaign. To learn about each type of end date, see the list below:
      • Specify Date: Select this option to set a specific end date for the campaign. When you select this option, End Date and End Time fields will appear. In these fields, you can select the date and time that you would like for your campaign to end on. 
      • Relative Duration: Select this option to set a deadline based on when users are enrolled in the campaign. When you select this option, a Relative Duration field will appear. In this field, you can select the amount of time that users will have to acknowledge the policy or policies after you add the users to the campaign. The campaign notifications that you set up will be sent to users based on when they are enrolled in the campaign.
      • No End Date: Select this option to create the campaign without an end date. If you would like to encourage your users to promptly acknowledge your organization's policies, we do not recommend that you select this option.
    6. Link Expiration: Select the amount of time that users can click the policy link before the link expires. We recommend that you select a time length that corresponds with the type of end date you selected for this campaign. For more information about the recommended link expirations, see the list below:
      • Specify Date: We recommend that you select a link expiration that comes before the campaign's end date because policy acknowledgments will not be recorded after the campaign ends.
      • Relative Duration: We recommend that you select a link expiration that is the same length of time as the relative duration. When users receive campaign notifications for campaigns with Relative Duration selected, the notifications will instruct the users to acknowledge the policy before the link expiration date.
      • No End Date: Because this campaign does not have an end date, you can select any link expiration. When your users receive campaign notifications for the campaign, the notifications will instruct the users to acknowledge the policy before the link expiration date.
    7. Select Campaign Policy(ies): From the drop-down menu, select the policy or policies that you would like for your users to acknowledge.
    8. Select Campaign Group(s): From the drop-down menu, select the user groups that you would like to include in the campaign. For example, if your organization uses policies that only apply to specific job roles, you may want to create role-based user groups and policy campaigns. To learn more about user groups, see the Creating Policy Management Groups section of our How to Add Users and Groups to the Policy Management Module article. 
    9. Automatically enroll users that are added in the future: Select this check box if you would like to automatically enroll users as they are added to the groups that are included in the campaign.
    10. Notifications: Click the + button to expand this menu. Then, select the types of notifications that you would like to include in the campaign. To learn about the types of campaign notifications that you can select, see the Selecting Policy Campaign Notifications section below. 
      Important:We recommend that you always include campaign notifications in a campaign. Without campaign notifications, your users will not receive the campaign emails that allow them to access your policies. 
      Note: If a user is enrolled in multiple campaigns at one time, they may receive two or more campaign notifications in one KCM GRC email. For more information, see the Policy Campaign Notifications section of our Email Notifications and the Email Digest article.

Selecting Policy Campaign Notifications

When you create a campaign, you can select from six types of campaign notifications to send to your users or the campaign owner. 

To learn about the types of campaign notifications you can include in a campaign, see the list below: 

  • On Campaign Start (User): When the campaign starts, an email will be sent to all users who are included in the campaign.
  • Before Acknowledgement Due (User): Before the campaign's due date, an email will be sent to all users who are included in the campaign that have not acknowledged the policies yet. If you select this option, a Number of Days field will appear. In this field, you can enter the number of days before the due date that you would like for the notification email to send. You can add multiple instances of this type of notification by entering a different number in the Number of Days field for each instance.
  • On Campaign Start (Campaign Owner): When the campaign starts, an email will be sent to notify the creator of the campaign that the campaign has started. This notification will include the campaign's start date and start time.
  • Before Campaign End (Campaign Owner): Before the campaign's end date, an email will be sent to notify the creator of the campaign that the campaign is ending in a number of days. If you select this option, a Number of Days field will appear. In this field, you can enter the number of days before the due date that you would like for the notification email to send.
  • On Campaign Completion (Campaign Owner): When the campaign ends, an email will be sent to notify the creator of the campaign that the campaign has ended. This notification will include a link to sign in to KCM GRC and view the campaign.
    Note: If the campaign has a Relative Duration end date, you will not be able to select this type of notification.
  • On Campaign Enrollment (User): After the campaign starts, an email will be sent to any users that are added to the groups that are included in the campaign. This notification will include links to all of the policies that are included in the campaign. 
    Note:You will only be able to select this type of notification for campaigns with Relative Duration and No End Date end dates. 

Monitoring and Managing Policy Campaigns

After your policy campaign starts, you can monitor the campaign's progress to see which users have acknowledged your policies.

To view a campaign's progress, follow the instructions below:

  1. Navigate to Policy Management > Campaigns.
  2. Select a campaign's name from the list of campaigns. When you select a campaign, you will be taken to the campaign's View Campaign page.
  3. Select the Overview, Users, and Members tabs to view details about the campaign.

To learn about the Overview, Users, and Members tabs of the View Campaign page, see the subsections below. 

Overview Tab

From the Overview tab, you can view information about the campaign’s progress. For more information about this tab, see the list below:

Overview Tab PNG

  1. Progress: View the number of policies that users who are included in the campaign have acknowledged. 
  2. Percentage: View the percentage of policies that users who are included in the campaign have acknowledged.
  3. User Acknowledgement Activity: View the progress of your users' policy acknowledgments. This graph will show a daily, weekly, or monthly view, depending on how far apart the campaign's start date and end date are. 
  4. Nudge Users: Click this button to automatically send a reminder email to all enrolled users who have not acknowledged the required policies. After you click the Nudge Users button, an alert will appear to report the number of users that were sent the reminder email.  Nudge User Notification PNG
  5. Update Campaign: Click this button to edit the campaign's details. 
  6. Campaign Details: View details about the campaign, such as the status, enrolled groups, and scheduled notifications.

Users Tab

From the Users tab, you can view a breakdown of the users who are enrolled in the campaign. For more information about this tab, see the list below: 

Users Tab PNG

  1. Search: Use this search bar to search for users who have been enrolled in the campaign. 
  2. First Name, Last Name, Email: View each users first name, last name, and email address.
  3. Plus or minus: Click this button to expand or minimize a user's progress for each policy in the campaign. 
  4. Force Acknowledgement for Selected: Click this button to mark the policy as acknowledged for any users that you have selected on this page. 

Members Tab

From the Members tab, you can view a list of the users in your account who currently have access to view or edit the policy campaign. This tab displays each user's name, email address, and user role. Members Tab PNG

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