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Create and manage policies

Policies are the standing rules your team keeps over its documents. They sit in their own section at the top of the Agents page. This guide covers creating a rule of each kind, choosing which documents it applies to, and running the table day to day.

The policies table

Each rule is a row, with columns for Title, Type, Details, Owner, Created, and Last activity. Type shows as a colour-coded label: indigo for an agent policy, teal for an automation. Every row also carries an Active control, Edit, and Delete.

Last activity is not shown by default — turn it on from the Columns menu. It shows when the rule last fired, or a dash if it has not fired yet.

Create a policy

Select the + button on Policies. The Create new policy window opens.

  1. Give it a title. The box is labelled with the placeholder "Short name for this policy". Create stays unavailable until you enter one.
  2. Choose the type. The menu starts on Agent (text) and offers Agent (text), Agent (workflow), and Action: add to collection. The body of the window swaps to the form for whichever you pick. Choose carefully: the type is fixed once the rule is created.
  3. Fill in the type-specific part, as described below.
  4. Set the firing and the applies-to sections — see the two sections further down this page.
  5. Decide whether it starts active. Active on save is ticked by default. Untick it to create the rule inactive.
  6. Select Create.

Selecting Cancel, pressing Escape, or selecting outside the window closes it without creating anything.

Once you create the rule, it appears in the table under your name, with the label for the type you chose. It is active if you left Active on save ticked. For an action type, the rule changes any documents that already match straight away.

Agent (text)

This is the plain-English kind. The window explains it as: "Describe in plain English what you want extracted or produced for the documents below — e.g. 'Extract execution date, title and parties, then summarise the term clauses'."

Write the job into the box, which carries the placeholder "Describe the processing in plain English...". Once you have a title and a description, Create becomes available.

Agent (workflow)

This kind runs a workflow your team has already built. A picker replaces the description box. It offers your team's text-mode workflows — the rule applies the chosen workflow to every document it targets. Workflows that present their own interactive screens are not eligible here.

If the team has no eligible workflow, the picker says "No text-mode workflows available in this team yet. Create one from the Workflows tab and come back." and Create stays unavailable until one exists.

Action: add to collection

This kind files matching documents into a collection the moment they match. Pick the collection from the Target collection menu, which lists the team's collections. The add is skipped for any document that is already a member, so the rule is safe to leave running.

If the team has no collections, the menu says "No collections available in this team yet." and Create stays unavailable. With a title and a collection chosen, Create becomes available.

Choose which documents it applies to

The Applies to section is the same whichever type you picked. It has three parts, and a preview.

  • Pinned documents (always match) — search for a document and pin it. A pinned document matches whatever the filters say.
  • Filters — Role, Collection, Tags, and Owner. Set each one to include a value or exclude it. Filters combine: a document has to pass every filter you have set. You manage the collections and tags themselves in the Organise overlay.
  • Excluded documents (never match) — search for a document and add it. An excluded document never matches, even if you pinned it or a filter catches it.

The Preview below reports how many documents currently match and lists them, updating as you change the pins, filters, and exclusions.

Leaving all three empty is allowed. Create stays available, and the rule matches nothing until you come back and scope it.

Set when it fires

The Firing section carries a Fire on control, set to Each new document version. Action types offer a further choice: apply the rule once to a document, or keep enforcing it.

Activate and deactivate a policy

Select the Active control on the row to turn a rule on or off. A rule you created with Active on save unticked starts inactive; turn it on here whenever you are ready.

Edit a policy

Select Edit on the row. You can change anything except the type: the Type menu is disabled, under the caption "Type is fixed once the row is created." To change a rule's type, create a new rule and delete the old one.

Editing an older rule may show a type the create menu no longer offers — one that sets a document's role, or one that removes documents from a collection. The menu is disabled either way, so the rule keeps doing what it has always done.

Delete a policy

Select Delete on the row.

Act on several policies at once

Tick the rows you want. Four bulk actions are available:

  • Activate and Deactivate flip every selected rule accordingly, and the table updates as it happens. You can mix agent policies and automations in one selection.
  • Delete asks you to confirm, then deletes the rules you own. A team administrator can delete any of them; anything you cannot delete is left alone. A mixed selection is handled in the one confirmation.
  • Clear selection unticks everything.