Policy Management Module

How to Add Users and Groups to the Policy Management Module

In the Policy Management module of your KCM GRC platform, you can create policy management users and groups. We recommend that you create policy management groups before you create policy management users. Then, you can add the policy management users to policy management groups.

When you create campaigns for your organization's policies, you can select the policy management groups that you want to include in each campaign. To learn how to create policy campaigns, see our How to Create and Manage Policy Campaigns article.

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

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Creating Policy Management Groups

Creating Policy Management Users

Creating Policy Management Groups

Before you create policy management users for members of your organization, we recommend that you create policy management groups to add your users to. You can create groups based on departments, office locations, teams, or any other factor that fits your organization's policies. For example, if one of your organization's policies only applies to executives, you can create a policy management group for executives only.

To create a policy management group, follow the steps below: 

  1. From the navigation menu, navigate to Policy ManagementUsers & Groups
  2. At the top of the Users & Groups page, select the Groups tab.
  3. In the top-right corner of the page, click the Create New Group button. Create New Group Button PNG
  4. Enter a name and description for the group into the Name and Description fields. 
  5. Click the Create Group button.  Create Group Button PNG

Creating Policy Management Users

To add policy management users to your account, you can add users individually, add a list of users by using the Quick Import feature, or import a list of users with a CSV file.

Policy management users will not be able to log in to KCM GRC like your regular KCM GRC users. These users will only receive the campaign notification emails that you set up when you create your campaigns.

Note:The users that you add to the Policy Management module will not count against your purchased license count for KCM GRC. For more information about your license count, please contact your Customer Success Manager.

To learn about the three methods you can use to add policy management users to your platform, see the subsections below.

Individually Create Users

To add users to the Policy Management module individually, follow the instructions below:

  1. From the navigation menu, navigate to Policy ManagementUsers & Groups
  2. From the Users & Groups page, select the Users tab.
  3. In the top-right corner of the page, click the Create New User button.
  4. On the Create User page, fill out the Email, First Name, and Last Name fields.
  5. Click the Select Group(s) to Add Users To drop-down menu, and select the group or groups that you want to add this user to. Create A New User page with an arrow pointing to the Select Group(s) to Add Users To drop-down menu
  6. Click the Create User button.

Quick Import Users

To add users by using the Quick Import feature, follow the instructions below:

  1. From the navigation menu, navigate to Policy ManagementUsers & Groups
  2. At the top of the Users & Groups page, select the Import Users tab.
  3. Click the Quick Import button. Quick Import Button PNG
  4. Enter one user per line by using the format below:
    username@domain.com,FirstName,LastName 
    Quick Import Steps PNG
  5. In the Select Groups(s) to Add Users To drop-down menu, select the group or groups that you want to add the list of users to.
  6. Click the Import Users button.

Importing Users with a CSV File

You can import a list of users to the Policy Management module by using a CSV file. The CSV file can contain up to 5,000 users.

Tip: As a best practice, we recommend that you organize your CSV files by user group. You can create a CSV file for each user group and add the applicable users to the file. Then, when you import the CSV file, you can select the user group that the list of users will be added to.

To import users with a CSV file, follow the instructions below:

  1. Create a spreadsheet that contains the header line below:
    email,first_name,last_name
  2. Add your users to the spreadsheet by entering one user per row. 
  3. Save the spreadsheet as a CSV file.
    Important:If you are using Microsoft Excel, you must save the CSV file in the CSV UTF-8 (Comma-delimited) format.
  4. Log in to your KCM GRC platform. 
  5. From the navigation menu, navigate to Policy ManagementUsers & Groups.
  6. At the top of the Users & Groups page, select the Import Users tab.
  7. Click the CSV Import button. CSV Import Button PNG
  8. Click the Choose File button, and then select the CSV file you created. CSV Import Steps PNG
  9. In the Select Group(s) to Add Users To drop-down menu, select the group or groups that you want to add the list of users to.
  10. Click the Import Users button.

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