Solavel Docs

Policies

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Policies is where you publish company policy files — the employee handbook, leave policy, code of conduct, health and safety rules — and see which employees have confirmed they read them. The page title is Company Policies — "Publish policies and track employee acknowledgement".

Use it whenever a policy is introduced or revised and you need a dated record that each employee acknowledged it (for example before a disciplinary Warning that relies on the policy). HR staff publish and track; employees read and acknowledge in My Portal.

Where to find it
Sidebar Documents & Communication → Policies
URL /policies; one policy at /policies/{id}
Employee side My Portal → Company Policies (/self-service/policies)
Plans Plans that include the Policies feature. Without it the item is hidden.
Seeing the page View warnings, documents, contracts (records view)
Publishing Manage warnings, documents, contracts (records manage); otherwise Publish Policy is hidden

Who can do what

Role View list and details Download file Publish Acknowledge
Organization Owner, SolaHR Administrator (Full access) Yes Yes Yes As an employee, in My Portal
HR Operations Manager (older role) Yes Yes Yes As an employee
HR Records Viewer (older role) Yes Yes No As an employee
HR Manager, Department Manager, Attendance Recorder, HR Viewer (scoped) No — page hidden Only from My Portal No As an employee
Any employee whose account email matches their employee record Own list in My Portal Yes No Yes

The admin list is organization-wide; it is not limited by Team access scope.

Screen tour

The policy list

  • Header: Company Policies, with Publish Policy (top-right) when you can manage records.

  • Table, newest first, 15 per page with pagination under it:

    Column Meaning
    Title Policy title in bold, with the description underneath
    Policy File Original file name
    Published Publish date · name of the person who published it
    Acknowledgements Number of employees who have acknowledged
    (action) View opens the policy page

  • Empty state: "No policies found".

  • There is no search, filter, export, edit or delete on this page.

The policy page

  • Breadcrumb: Company Policies › policy title. Download button top-right.
  • Tiles: Policy File (name), Published (date), Acknowledgements (count).
  • Policy Details card: the description (or —) and the uploader's name.
  • Acknowledgements card (only once someone has acknowledged): one line per employee — name · employee number — with the acknowledgement date.

Publish a policy

  1. Go to Documents & Communication → Policies and click Publish Policy.

  2. Fill in the dialog:

    Field Required Rules Notes
    Title Yes Up to 255 characters Include a version or date, e.g. Leave Policy v2 (Oct 2026)
    Description No Free text Shown under the title in both lists; summarise what changed
    Policy File Yes PDF, DOC, DOCX, TXT, JPG, JPEG or PNG, up to 10 MB Stored privately; only signed-in users with access can download

  3. Click Upload at the bottom of the dialog.

Result: "Updated successfully", the dialog closes and the policy is at the top of the list with 0 acknowledgements. It is immediately visible to every employee in My Portal with a pending badge. Publishing is written to the Audit Log (policy.published).

There is no draft step and no scheduled publish: Upload publishes at once.

View acknowledgements

  1. Click View on the policy row.
  2. Read the Acknowledgements tile for the count.
  3. Scroll to the Acknowledgements card for the names, employee numbers and dates.

The page lists who has acknowledged. To see who has not, compare with your list in Employees (or with a department's members).

Download a policy file

Click Download (top-right of the policy page). The file downloads under its original name. Employees download from My Portal.

Replace or remove a policy

Policies cannot be edited on this screen. To issue a new version:

  1. Publish the new file with a new title (e.g. Leave Policy v3 (Jan 2027)). Employees must acknowledge it again; acknowledgements do not carry over.
  2. If the old version should disappear, delete it in Documents: policies are stored there in the Company Policies category. The acknowledgement list is no longer shown once the policy is deleted, so note it first.

How employees acknowledge

  1. The employee opens My Portal → Company Policies. Each policy shows its date and a badge: pending or acknowledged.
  2. They click View, read the description and click Download to open the file.
  3. In the Acknowledge card they click Acknowledge.
  4. The confirmation Acknowledge this record — "Record that you have read this item and submit your response, if provided." — appears. They click Acknowledge.
  5. The badge changes to acknowledged and the card disappears.

Each employee can acknowledge a policy once. SolaHR stores the date and time, the account and the IP address, and writes an Audit Log entry (policy.acknowledged). Acknowledging again changes nothing; the first date is kept.

My Portal finds the employee by matching the account's email with the employee's work email or personal email. If neither matches, the employee cannot see or acknowledge policies.

Statuses

For Status Meaning
A policy Published The only state. Visible to all employees from the moment you upload it.
An employee and a policy pending Not yet acknowledged
acknowledged Acknowledged on the date shown; cannot be withdrawn

Worked examples

Quick example: publish a revised leave policy

  1. HR at Al Noor Trading LLC clicks Publish Policy: Title Annual Leave Policy v2 (Oct 2026), Description "Carry-over now capped at 10 days; requests need 14 days' notice", Policy File leave-policy-v2.pdf (420 KB).
  2. Upload → "Updated successfully". The row shows leave-policy-v2.pdf, 5 Oct 2026 · Layla Mansour, Acknowledgements 0.

Full example: tracking a code of conduct rollout

  1. On 1 October HR publishes Code of Conduct 2026 (PDF, 1.8 MB).
  2. The 42 employees see it as pending in My Portal. By 3 October, Omar Haddad (#1001) and Sara Khan (#1004) and 25 others have acknowledged.
  3. HR opens the policy: tiles show Code of Conduct 2026.pdf, 1 Oct 2026, 27. The Acknowledgements card lists Omar Haddad · 1001 — 1 Oct 2026, Sara Khan · 1004 — 2 Oct 2026, …
  4. Comparing with Employees, HR finds 15 names missing; 9 of them are warehouse staff at Dubai Main.
  5. One warehouse employee, Hamad Ali, says he has no policies in My Portal. His employee record has no email and his Solavel account uses hamad.ali@alnoortrading.ae. HR adds that address as his work email on his profile; he now sees the policy and acknowledges it.
  6. HR posts an Announcement to the Warehouse department: "Please acknowledge the Code of Conduct in My Portal by 10 October." By 10 October the count is 42.
  7. In December a warning for Omar quotes section 4 of the policy; his acknowledgement on 1 October is the evidence.

How it connects

Area Connection
Documents Each policy is a document in the Company Policies category. It appears there too, and can be deleted there.
My Portal Employees read, download and acknowledge policies.
Announcements Use them to remind staff to acknowledge.
Warnings The acknowledgement date supports disciplinary decisions.
Employees Employee emails link accounts to employee records for acknowledgement.
Audit Log Records publishing and every acknowledgement.

Messages you may see

Message Meaning
"Updated successfully" The policy was published.
"The title field is required." / "The file field is required." Fill in Title and choose a Policy File.
"The file field must be a file of type: pdf, doc, docx, txt, jpg, jpeg, png." Convert the file (e.g. save as PDF).
"The file field must not be greater than 10240 kilobytes." The file is over 10 MB; compress it or split it.
Status not confirmed — "We could not confirm whether the change completed. Check the current status before submitting again." Click Check current status and look at the list before uploading again, so you don't publish twice.
"You do not have access to this action. Contact your workspace administrator." Your role cannot publish policies.

Tips and common problems

Problem Cause Fix
No Publish Policy button Your role only views records Ask an Owner or SolaHR Administrator.
A typo in a published title Policies can't be edited here Publish a corrected version; delete the wrong one in Documents before anyone acknowledges it.
An employee can't see policies in My Portal Their account email doesn't match their employee record Add the account email as their work or personal email in Employees.
Acknowledgements started from zero on the new version Each policy has its own acknowledgements Expected. Ask staff to acknowledge the new version.
The policy disappeared Someone deleted it in Documents Re-publish it; employees must acknowledge again.
Policies menu missing Your plan doesn't include Policies, or your role lacks records access Check the plan in Solavel or ask the Owner.

Related

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