Question - Policy lifecycle: making a policy obsolete

Hello,
I have a question about the Security Policies module.
One of the built-in fields is ‘Status’, where you can chose either ‘Draft’ or ‘Published’.

To suit our documentation workflow, I would like to have a third option here, ‘Obsolete’.
This would be for when a policy is withdrawn or replaced by a different document (e.g. sometimes the contents of one policy is merged into another one).
At this point, the old policy is only for historical reference and it would no longer apply to staff, or need to be reviewed any more. (I guess we would set it to no longer appear in the eramba policy portal either)

I wouldn’t simply want to delete an obsolete policy from policy module, as we would want to keep in on file for future reference.

Is it possible to configure this kind thing?
By default, it seems it is mandatory for a policy to have a future review date, and the only way to stop that is to delete it altogether.

Although - I do note that if you ‘delete’ a policy, you actually move it to the ‘Trash’, so you can still see it in Dashboard/Security Policies/Trash…

So I wondered if I could just regard policies in ‘Trash’ as ‘Obsolete’?
However that doesn’t really work, as you can’t read the content of policies in the Trash - you need to click History > Restore and resurrect them into the main Policies list… and then when you do, the attached PDF content is no longer there. :frowning:
And indeed, if I go to Edit to restored policy, and go to Policy Content > Document Content, that field seems to be greyed out now - I can’t re-add the old PDF. (Is that a bug?)

Hello David,

Welcome to our forum,
To your first question, right now it is not possible to configure the custom status of the policy.
@eramba needs to decide if it is something we want to implement.
To your second question - Yes, it looks like the content is not properly restored. But on new version it is already fixed so I will not create ani item.
Thanks for reporting.

Cheers for the reply!

Having some kind of ‘obsolete’ or ‘withdrawn’ status for a document is a fairly common workflow, so I guess that would be a handy for helping Eramba to fit with many users’ real-world documentation processes.
Although I can already see ways I can workaround it for my workplace - for instance, most users in my workplace with not be going into the Security Policies module, they will just consume polices by getting them from the Policy Portal web page - so I can simply set obsolete documents not to appear there, and I can use a label to filter them out of my own views in the Polices module.
I also have just tried setting their next review to be due a hundred years into the future, so we won’t be getting review notifications about them… slightly ‘untidy’ perhaps, but in practice just the same as if they had no upcoming review associated.