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Compliance Policies
Help your organization stay current with compliance standards by streamlining the management of compliance policies. Compliance officers can now establish and revise policies for different business functions to adhere to applicable laws, regulations, and their updates. Address any gaps in compliance policy coverage and provide control and business process owners with access to the most recent updates.
Required Editions
| Available in: Lightning Experience |
| Available in: All Industry Clouds, Sales Cloud, Service Cloud View editions availability. |
Carefully handle the lifecycle of compliance policy versions and clause versions. By understanding the permitted status transitions, compliance officers can strategically plan and smoothly carry out policy updates, reviews, and retirements.
Here are the possible status values, the number of valid records, and transitions for Compliance Policy Version and Compliance Policy Clause Version Record:
To understand how compliance policies and their clauses are managed over time, let’s consider two primary scenarios: introducing a new policy and updating an existing one.
- Introduction of a New Compliance Policy:
On Day 0, a policy manager introduces a new policy, CmpPlcyA, in response to a significant regulatory change. This policy includes about 100 clauses outlining the specific requirements and conditions.
As a compliance officer, the first step is to create a record for the new policy. This action generates a version, CmpPlcyA_V1, in the Compliance Policy Versions record list.
In the Compliance Policy Clauses record list, the compliance officer creates all the clauses for CmpPlcyA: "CmpPlcyAC1", "CmpPlcyAC2", "CmpPlcyAC3", and so on, i. Creating these clauses generates clause version records as "CmpPlcyAC1_V1", "CmpPlcyAC2_V1", "CmpPlcyAC3_V1", and so on, ensuring that the initial state of the policy and its clauses is well-documented.
After mapping the clause version records to CmpPlcyA_V1, the final step is to publish and activate the policy version to enforce the policy across the company.
- Amendment of an Existing Compliance Policy:
Fast forward to Day 1500, and the policy manager modifies certain conditions in CmpPlcyA due to a regulatory update.
A compliance officer clones the existing version, CmpPlcyA_V1, to create a new version, CmpPlcyA_V2. The cloned compliance policy version, CmpPlcyA_V2, retains all the mappings associated with the compliance policy clause versions from the existing version, CmpPlcyA_V1. Next, the officer incorporates all the updates specified in the amendment into CmpPlcyA_V2.
The compliance officer identifies the affected clauses. In this example, out of 100 clauses, 10 clauses have changed, 2 clauses have been removed, and 3 new clauses have been added. To manage the updates for:
- Changed Clauses: The compliance officer clones the clause versions of the 10 affected clauses and maps them to CmpPlcyA_V2.
- Removed Clauses: The compliance officer removes the mapping of the 2 removed clause versions from CmpPlcyA_V2, ensuring they're no longer part of the new regulation version.
- New Clauses: The compliance officer creates new policy clauses for the 3 newly added clauses. These new clauses automatically generate their clause version records and are then mapped to CmpPlcyA_V2.
By using the methodical approach, compliance officers make sure that the compliance policies in place are always aligned with the latest regulatory requirements and organizational needs.
- Create Compliance Policies and Associate Them with Business Operations Processes
Maintain up-to-date compliance standards by optimizing policy management, reducing risks, and enhancing regulatory adherence. Compliance officers can define and update policies to align with laws and regulations, ensuring thorough coverage and accuracy. Associate policies to business operations processes and activate the policies and their clauses on the effective date for seamless compliance and efficiency. - Manage Updates in Compliance Policies
Manage policy updates for new regulation amendments. Start by cloning the latest version of the policy for changes and entering the effective date and other details. Clone the policy version and policy clause version records for clauses that have changed and create version records for new policy clauses. Compliance officers map the clause versions to the policy version and regulation clause version. Remove mappings for clause versions that aren't relevant anymore. When all changes are made, approve and publish the updated policy version and new clause versions. As the effective date approaches, retire the old policy version and activate the new one. - Activate a Published Compliance Policy Version
Compliance officers can activate a published compliance policy version on its effective date and ensure adherence to updated regulations. Activating the policy version also activates the associated policy clause versions, ensuring that all relevant policy updates and clauses are enforced from the specified date. - Retire a Compliance Policy Version
Retire a compliance policy version when it's no longer in effect or a new version is published. Compliance officers can retire outdated policy versions and policy clause versions from their respective record pages. When a compliance policy version and clause version are activated, the option to retire appears on their respective record pages. - Transition Criteria for Compliance Policy Record Status
Learn about the scenarios and rules governing the status transition of Compliance Policy Version and Compliance Policy Clause Version records. - Bulk Update a Compliance Policy Version
Bulk update the status field on compliance policy clause version records that are associated with a compliance policy version.
