How To Browse Documents

You can reach search options three different ways in PolicyTech:

The word: Search

In the left navigation, select "Search," which opens a keyword search bar.

The "Find" bar

From the "Browse" view, type keywords into the "Find" bar at the top, then hit enter or click the magnifying glass icon. Clicking the magnifying glass icon by itself displays all public documents in the system.

The "..."

Click the "..." to get the Advanced Search Options.

Search for Document using the "Search" View

Searching for a document using the “Search” view will always prompt the system to conduct a search across ALL published documents.

Results can be further refined by clicking on the “…” and then selecting “Advanced Search” Option.

Keyword Search

Keyword searches titles, categories, all text of a document, and tagged keywords:

1. Type a single word

This returns a list of documents that contain that word within the title, content, or tagged keywords.

2. Type multiple words

This returns a list of all documents that contain all of those words

3. Type multiple words separated by OR

This returns a list of documents that contain at least one of those words

4. Type a word preceded by NOT

This returns a list of documents that do not contain that word

5. Type one or more words in quotation marks

This returns documents that contain that exact text.

In case the document you are looking for does not appear in the search results, kindly send an email to policies@NortheastState.edu with your proposed keywords.

Categories and Search

If you have a category selected and you type a keyword in the "Find" bar, ONLY the documents in that category are being searched for your keyword.

In order to share a document via email with another user you will need to copy the url of the document and paste it into your email client. There are two ways to do this.

Share from the Document

If you have the document open, copy the url of the document from your browser and paste it into an email client to share.

Share from Browse

From the "Browse" view, click the "..." in the "Actions" column next to the file you would like to share. Select "URLs" from the drop-down menu, which provides you with three urls to copy. You will will usually want to copy the Latest Version to share in your email.

This will provide you with a pop-up window with urls to copy. You will usually want to copy the “Latest Version” to share in your email.

Download a Document

In general, it is recommended that you always view documents in PolicyTech so you are seeing the most updated version of the information. However, if you need to download a document, click the three dots next to the file title you want to download, and select “Download Source File.” This will download the file onto your hard drive.

These instructions cover how to approve documents in Northeast State’s PolicyTech application tool. The intended audience is the licensed users who are assigned as approvers and are responsible for approving policies, procedures, and guidelines related to the Northeast State Community College.

Login

To start the drafting process, first visit Northeast State PolicyTech User Website and log in using your Okta SSO.

Document Selection

To access the document you want to approve, first, click on "My Tasks" located on the left-hand side navigation bar. Then, under the "Approve" section in the middle window, locate the desired document. Finally, select the document's title to open it. Alternatively, you can select the document to approve by clicking the link in the email that was sent to you as a task notification.

Accept or Revise

A preview of the policy document will then display in your web browser. From here, you may scroll through and review the document. You then have two options. You may: (A) select the "Accept" button at the top to approve it, and the document will close; or (B) select the "Revise" button, which will allow you to edit the document.

Revise

Once you click on the "revise" button, a pop-up window will appear informing you that the document will be marked as declined. You should then click on the "revise" button to continue.

Microsoft Word 365 Web Version

A preview of the document will then display in your web browser. To edit it, select the "Edit Document" button. This should default to opening the document in Microsoft Word's 365 web version. You may then edit the document as necessary, inserting comments where appropriate to explain your changes or pose questions or concerns.

Please Note: The first time you open a document in PolicyTech you will need to set default options. When prompted, check the "Set as Default" checkbox next to "Open in Microsoft 365 for the web." Then, select the "Go" button to the right.

By accessing the web version of the document, several writers/reviewers/approvers can collaborate and edit the document simultaneously, with changes being saved automatically. After completing the editing, click the "go back" button to return to the preview page.

Microsoft Word 365 Desktop Application

Alternatively, users have the option to open the document with the Microsoft 365 desktop application, which will result the document to open in a separate Microsoft Word window.

After finishing the edits, save and close the Word document to exit and return to the web browser. You should receive a message similar to the following: "Save and close Word then click Back to PolicyTech above." Click on the "Back to PolicyTech" button to go back to the preview page.

Close

Next, you have two choices: (A) if you have completed all of your edits on the document, click on the "Done Revising" button located at the top of your window, or (B) if you want to save your progress but resume editing the document at a later time, choose the "Finish Later" button instead. If you select "Finish Later," you will be taken back to your "My Tasks" list, and you will not need to follow the subsequent steps.

Comment

Once you select “Done Revising”, type in any comments in the small window that appears and then click on "Save." The document will then be marked as “approved” in the workflow.

Note: To add what you wrote to this document's discussion board where all assignees (writers/reviewers/approvers) can see it, click Post to Discussion Board. This allows for recipients to reply to your comments and for those 'discussions' to be stored with the content. Discussions can help clarify questions without having to go through another workflow cycle. Click on the Discussions link when viewing content to view and reply to discussions.

Confirm

Finally, a small window will appear, verifying who will receive notifications and who will not. Click on "Save" again, and the tab or window displaying the document should close.

Congratulations! You have successfully approved a document in PolicyTech.

Using PolicyTech Help

You can find answers to many of your questions by using the Help feature in the PolicyTech application. In the upper right corner, click your username, and then click “Help”. Browse the table of contents or search for a specific topic.

These instructions cover how to edit documents in Northeast State’s PolicyTech application tool. The intended audience is the licensed users who are assigned as reviewers and are responsible for reviewing policies, procedures, and guidelines related to the Northeast State Community College.

Login

To start the drafting process, first visit Northeast State PolicyTech User Website and log in using your Okta SSO.

Document Selection

To access the document you want to review, first, click on "My Tasks" located on the left-hand side navigation bar. Then, under the "Review" section in the middle window, locate the desired document. Finally, select the document's title to open it.

Alternatively, you can select the document to approve by clicking the link in the email that was sent to you as a task notification.

Accept or Revise

A preview of the policy document will then display in your web browser. From here, you may scroll through and review the document. You then have two options. You may: (A) select the "Accept" button at the top to approve it, and the document will close; or (B) select the "Revise" button, which will allow you to edit the document.

Revise

Once you click on the "revise" button, a pop-up window will appear informing you that the document will be marked as declined. You should then click on the "revise" button to continue.

Microsoft Word 365 Web Version

A preview of the document will then display in your web browser. To edit it, select the "Edit Document" button. This should default to opening the document in Microsoft Word's 365 web version. You may then edit the document as necessary, inserting comments where appropriate to explain your changes or pose questions or concerns.

Please Note: The first time you open a document in PolicyTech you will need to set default options. When prompted, check the "Set as Default" checkbox next to "Open in Microsoft 365 for the web." Then, select the "Go" button to the right.

By accessing the web version of the document, several writers/reviewers/approvers can collaborate and edit the document simultaneously, with changes being saved automatically. After completing the editing, click the "go back" button to return to the preview page.

Microsoft Word 365 Desktop Application

Alternatively, users have the option to open the document with the Microsoft 365 desktop application, which will result the document to open in a separate Microsoft Word window.

After finishing the edits, save and close the Word document to exit and return to the web browser. You should receive a message similar to the following: "Save and close Word then click Back to PolicyTech above." Click on the "Back to PolicyTech" button to go back to the preview page.

Close

Next, you have two choices: (A) if you have completed all of your edits on the document, click on the "Done Revising" button located at the top of your window, or (B) if you want to save your progress but resume editing the document at a later time, choose the "Finish Later" button instead. If you select "Finish Later," you will be taken back to your "My Tasks" list, and you will not need to follow the subsequent steps.

Comment

Once you select “Done Revising”, type in any comments in the small window that appears and then click on "Save." The document will then be marked as “approved” in the workflow.

Note: To add what you wrote to this document's discussion board where all assignees (writers/reviewers/approvers) can see it, click Post to Discussion Board. This allows for recipients to reply to your comments and for those 'discussions' to be stored with the content. Discussions can help clarify questions without having to go through another workflow cycle. Click on the Discussions link when viewing content to view and reply to discussions.

Confirm

Finally, a small window will appear, verifying who will receive notifications and who will not. Click on "Save" again, and the tab or window displaying the document should close.

Congratulations! You have successfully reviewed a document in PolicyTech.

Using PolicyTech Help

You can find answers to many of your questions by using the Help feature in the PolicyTech application. In the upper right corner, click your username, and then click “Help”. Browse the table of contents or search for a specific topic.

These instructions cover how to edit documents in Northeast State’s PolicyTech application tool. The intended audience is the licensed users who are assigned as writers and are responsible for editing policies, procedures, and guidelines related to the Northeast State Community College.

Login

To start the drafting process, first visit Northeast State PolicyTech User Website and log in using your Okta SSO.

Document Selection

To access the document you want to review, first, click on "My Tasks" located on the left-hand side navigation bar. Then, under the "Collaborate" section in the middle window, locate the desired document. Finally, select the document's title to open it.

Alternatively, you can select the document to approve by clicking the link in the email that was sent to you as a task notification.

Editing: Microsoft Word 365 Web Version

A preview of the document will then display in your web browser. To edit it, select the "Edit Document" button. This should default to opening the document in Microsoft Word's 365 web version. You may then edit the document as necessary, inserting comments where appropriate to explain your changes or pose questions or concerns. Make sure to activate the track changes feature by navigating to the review tab and choosing "Track changes for everyone"

Please Note: The first time you open a document in PolicyTech you will need to set default options. When prompted, check the "Set as Default" checkbox next to "Open in Microsoft 365 for the web." Then, select the "Go" button to the right.

By accessing the web version of the document, several writers/reviewers/approvers can collaborate and edit the document simultaneously, with changes being saved automatically. After completing the editing, click the "go back" button to return to the preview page.

Editing: Microsoft Word 365 Desktop Application

Alternatively, users have the option to open the document with the Microsoft 365 desktop application, which will result the document to open in a separate Microsoft Word window.

After finishing the edits, save and close the Word document to exit and return to the web browser. You should receive a message similar to the following: "Save and close Word then click Back to PolicyTech above." Click on the "Back to PolicyTech" button to go back to the preview page.

Close

Next, you have two choices: (A) if you have completed all of your edits on the document, click on the "Done Revising" button located at the top of your window, or (B) if you want to save your progress but resume editing the document at a later time, choose the "Finish Later" button instead. If you select "Finish Later," you will be taken back to your "My Tasks" list, and you will not need to follow the subsequent steps.

Comment

Once you select “Finished Writing”, type in any comments in the small window that appears and then click on "Save." The document will then be marked as “approved” in the workflow.

Note: To add what you wrote to this document's discussion board where all assignees (writers/reviewers/approvers) can see it, click Post to Discussion Board. This allows for recipients to reply to your comments and for those 'discussions' to be stored with the content. Discussions can help clarify questions without having to go through another workflow cycle. Click on the Discussions link when viewing content to view and reply to discussions.

Confirm

Finally, a small window will appear, verifying who will receive notifications and who will not. Click on "Save" again, and the tab or window displaying the document should close.

Congratulations! You have successfully edited a document in PolicyTech.

Using PolicyTech Help

You can find answers to many of your questions by using the Help feature in the PolicyTech application. In the upper right corner, click your username, and then click “Help”. Browse the table of contents or search for a specific topic.

Northeast State User Website

Which documents are included in PolicyTech?

PolicyTech comprises all the specified policies, procedures, guidelines, forms and reference documents specific to Northeast State Community College.

In case of discovering an error in a document in PolicyTech, what should I do?

You can report the error by contacting policies@NortheastState.edu.

Alternatively, you can select the document to approve by clicking the link in the email that was sent to you as a task notification.

If I have a specific question regarding the content of a document, what should I do?

Please contact the policy owner and document administrator indicated on the document to seek clarification for any specific questions related to its content.

What should I do if I am unable to locate a document within PolicyTech?

If you cannot find a document in PolicyTech, please contact policies@NortheastState.edu for further assistance.

Who has access to the documents in PolicyTech?

Access to view PolicyTech documents is limited to users who are employees of the College .

Whom should I contact to provide suggestions for improving PolicyTech?

Send your suggestions for improving PolicyTech to policies@NortheastState.edu.