FAQ
If you have a question about a topic that is not covered in the list below, feel free to contact us.
Implementation
Implementation is very simple! Best practices, comprehensive training and support are provided to streamline the preparation process.
Having documents and policy content prepared in advance will significantly speed up the setup with an anticipated completion of one to two weeks.
Does myPolicies integrate with third-party SSO providers?
Yes, myPolicies does integrate with third-party SSO providers.
Currently we have have active integrations with Okta, OneLogin, and Entra ID/Azure AD to name a few.
How to integrate your Active Directory with Okta
I. Prep Work
1. Create a new user in Active Directory called svc_OktaSync (this name is just an example, please follow your internal naming scheme for service accounts). Make sure it has read permission on the Organizational Unit that holds the user objects to be synchronized into Okta for myPolicies.
2. Make sure a computer is available to have the Okta agent installed onto it (I would recommend installing it on a server). The computer must have .NET Framework 4.0 or higher installed.
3. The computer with the Okta Active Directory Agent installed on it needs to have outbound HTTPS Internet access.
II. Active Directory Integration
Okta Active Directory Agent Installation to Import Users from Active Directory
4. Add an Okta user and assign it the Super Administrator role.
Login in your Okta account.
Make sure to activate your Admin Account by clicking on the "Admin" button on the top-right corner:
From the Okta page, select Directory > People, click Add Person to create a user.
For the Username, you can use OktaADSyncAgent@<YourDomain>.com
For the email address, use any email address where you can retrieve emails from. Send activation email.
For more information : https://support.okta.com/help/articles/Knowledge_Article/28774118-Installing-and-Configuring-the-Active-Directory-Agent
5. Installing and Configuring the Agent
From the Okta page, select Directory > Directory Integrations.
Select the Add Directory pull-down and then choose Add Active Directory.
On the Set up Active Directory screen, click Set Up Active Directory. The AD setup wizard starts.
Click Download Agent. The filename is similar to OktaADAgentSetup-3.2.1.exe.
Copy this to the server with outbound https access. Windows 2008 R2 or higher.
Verify this value is your Company’s active directory domain name.
Enter Okta active directory service account credentials. This was done in the prep work.
Make sure this user has read permission on Organizational Unit (OU) that holds the user objects to be synchronized into Okta for myPolicies.
6. Enter your Okta Organization URL
7. From the start menu, launch the newly installed Okta AD Agent Manager as an administrator, and make sure everything is green/healthy.
8. Go back to the Okta page and select Directory > Directory Integrations.
Choose the Organization Units (OUs) that you would like to connect to Okta.
Select the Frequency you would like Okta to import users from AD.
Okta Username Format: If your User Principal Name (active logon name) is the same as your email address, select user principle name. If not sure: select email address.
Continue AD set up and select following options:
9. Via the Okta page, run a Full Import by clicking on the "Import Now" Button.
10. Confirm Assignments for any valid users (check to Auto-activate new users after user confirmation as well).
11. Sign in with active directory credentials to test if integration worked.
For any more information on installing the agent, click this link : https://support.okta.com/help/articles/Knowledge_Article/28774118-Installing-and-Configuring-the-Active-Directory-Agent
How do user passwords work?
The myPolicies application doesn’t actually store user passwords.
We’ve partnered with Okta, an identity and access management service, to handle user management.
Using Okta allows us to integrate into any directory service so that we can synchronize passwords and automatically provision the application to users.
This means that your passwords will only live in your directory service.
Okta will have access to your password and authenticate the login into myPolicies.
How do I get my data back when I am done?
If you decide that you no longer wish to utilize the myPolicies application, we will export all of your policies, attachments, acknowledgements, and cases and provide them for you in a timely fashion. To do this, please contact support@mypolicies.com
How are users created and managed?
We’ve partnered with Okta, an identity and access management service, to handle user management. Using Okta allows us to integrate into any directory service so that we can synchronize passwords and automatically provision the application to users. This means that users will not have to remember another set of login credentials and that administrators will not have to manually create user accounts.
If you have your own SSO solution(e.g. OneLogin or Azure AD), we can integrate myPolicies with your existing one. myPolicies is able to connect with any SSO that supports SAML idP.
myPolicies supports integrations with multiple Single Sign-On providers that can be selected from a dropdown on the Sign-On page. If you are interested in this feature, please contact support@mypolicies.com or your account manager for setup details.
Can I distribute policies to users based on email distribution lists?
You are able to distribute documents to your email distribution lists. To enable this functionality, please contact support@mypolicies.com or your account manager.
What happens after an employee submits a question or concern?
First, the employee will see a visual confirmation that their communication has been successfully submitted. Second, the document owner will receive an email letting them know that a question or concern has been submitted. In that email there will be a link to the case management page where the document owner can view the details of the submitted communication. This can also be accessed via the “Cases” page. Within the case manager, the document owner can make note of the steps to resolution and close the case. Our intention is not to have the document owner resolve the case within the system, just to document it there. For the record, the document owner will only be able to view cases relevant to the documents they own – so you won’t end up with IT policy owners seeing the details of HR cases.
How are profiles created and managed?
We developed an automatic profile assignment based on rules stemming from user attributes in your active directory.
All new hires will be automatically placed in the correct profile from their first day of employment and should that employee experience a significant change, such as a department transfer or a relocation, they will automatically be re-enrolled in the correct profile.
Please note, by default users will only be able to belong to one profile.
Can I add a different type of document (i.e. not a policy, procedure, or form)?
Right now the application is built specifically to house corporate policies, procedures, and forms.
How does the document creation workflow work?
Within myPolicies, each document must have a single owner that is accountable for the document.
This owner is able to create, author, and publish a document.
However, an owner can optionally assign an author to the document. Authors must be provided admin access first from the Accounts section.
A policy can be assigned to one or more 'Sponsors', who will be responsible for reviewing the policy content accuracy and will have the authority to approve or reject the document publishing progress.
Once a sponsor is assigned, the document cannot be published without their approval.
Throughout the creation process, the document owner can assign deadlines and reminder dates to ensure content reviews stay on track.
Can I customize the look and feel of the application?
You are able to customize the welcome message, document tags, add your company logo to the login page and much more...
Accounts Menu > Company Settings
Does myPolicies come in other languages?
At this time, the myPolicies application itself is only available in English; however, the policy profiles and tagging system within the application allow you to neatly store documents in all languages in a way that directs employees to the policies relevant to them.
Can I build custom reports within myPolicies?
Rather than build an overly complex custom reporting system, we asked our clients exactly what reports they would want to see and built them. Our standard reports should arm you with the information you need to satisfy audit requirements as well as data you would like to know to effectively manage your policies. These can be found in the ‘Reports’ page:
