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10. Policy Versioning & Approval Workflow

When policies are updated or modified, maintaining a clear record of changes is essential for tracking progress and maintaining alignment with organisational goals.

CSFaaS supports policy versioning by allowing you to manage and approve new versions effectively.


Policies Workflow Approval Process​

Configuration​

Workflow approval is not enforced per default but is a recommended process when your organisation becomes more mature. To configure the approval workflow:

  1. Navigate to the “Workspace Settings” section.
  2. Go to the “Workflow” section.
  3. Go to the “Approve Policies Versions” section.
  4. Define your settings.

Configuration options​

“Not Enforced” Mode vs. “Enforced” Mode​

  • Not Enforced: Default mode, where the same user can validate a policy version.
  • Enforced: Requires an approval workflow for policy versions, introducing additional checks for validation.

“Single Validation” vs. “Multiple Validation” Mode​

  • Single Validation: Only one approver is needed to validate the version.
  • Multiple Validation: Requires multiple users to review and approve the version request.

Note: Approvers are assigned based on roles defined in the workflow settings.

Role Selection​

Assign specific users to the approver role to define who will be responsible for authorising the policy version.

Tips: If you want multiple users to validate a deletion request using the “Multiple Validation” workflow, create a specific role for this purpose. Assign the desired users to this role to enforce the process effectively.


Policies Workflow Approval How-to​

Key Features for Approving Policy Versions

Version Creation:​

  • When you modify a policy, a new version is automatically created to ensure no data is lost, and historical records are maintained.
  • Each version is uniquely identified for easy tracking.

Version Submission for Approval​

  • Once a policy version is ready, submit it for approval via the built-in workflow

  • Approvers are notified and can review the changes made in the new version.

  • Status of the Policy becomes “Pending” while a new version is created as indicated in the below image:

    Policy_version_Pending_approval-2.png


Options to Manage your Policies Versions​

Several options are available to manage versions

1. Check the status of any version​

  • “In Progress”: The version currently being worked on.
  • “Pending”: A version awaiting approval.
  • “Approved”: A version that has been approved.
  • “Rejected”: A version that has been rejected.

2. Revert to a previous version​

Navigate back to an earlier version if required.

3. Delete a previous version​

Exercise caution, as this action is irreversible.

Ensure that the policy version and its associated data are no longer needed before proceeding.