---
title: "How do I set up policy documents?"
slug: "how-do-i-set-up-policy-documents"
updated: 2026-06-10T11:26:20Z
published: 2026-06-10T11:26:20Z
canonical: "help.cintra.co.uk/how-do-i-set-up-policy-documents"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I set up policy documents?

**Cintra iQ Self-Service** allows you to provide your employees with online access to your company's policy documentation.

Managing the policies is separated into two areas: **Cintra iQ** and **Cintra Self-Service**. You can set up the policy document's details in **Cintra iQ** and administer the policies in **Self-Service**. For more information, see the Policy Document check list.

Each time a new company policy document must be issued to your employees, the **Documents in Self-Service** module allows you to set up the policy's details to appear in the **Self-Service** interface along with the policy.

## About the Document List window

Within the **Document List** window, you can perform the following:

- Create a list of **Documents**.
- Edit the details of a **Document**.
- Delete a document from the **Document List**.

Go to **Cintra iQ**: Tools > Documents in Self-Service > Document List ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064237.png)

## About the Document Setup window

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064238.png)

| Name | Description |
| --- | --- |
| **Title** | The name of the policy. This title appears in the Self-Service Documents page. |
| **Category** | A folder that contains documents with shared characteristics. |
| **Version** | The version number of the policy. e.g. 111.01. > [!NOTE] > **Note:** The version number can be presented as a xxx.xx format or less. |
| **Acceptance Required** | Check this to enable the Accept button on the document in Self-Service. |
| **Rejection Allowed** | Check this to enable the Reject button on the document in Self-Service. |
| **Visible in Self-Service from** | The date on which the policy document goes live. This field can be set in advance. > [!NOTE] > **Note:** To keep the start date open ended, leave this field blank. |
| **to Date** | The date on which the policy document expires. Once the policy expires, it cannot be viewed in Self-Service. > [!NOTE] > **Note:** To keep the expiration date open ended, leave this field blank. |
| **Document** | Use the browse button to locate the document you wish to upload into the Cintra iQ database. |
| **Filename** | The name of the file. eg Internet policy |
| **Document Extension** | The Filename's extension. |
| **Description** | The purpose of the policy. > [!NOTE] > **Note:** The description is not visible in Self-Service. |

> [!NOTE]
> Once the document details are entered into the Cintra iQ Documents in the Self-Service module, you should send the electronic copies of the policies to your IT department who will upload them to the Self-Service web server in the following location:
> 
> - `<Self-Service installation folder>\Resources\Documents\ `
> 
> This folder is created automatically upon installation.

## About the Document Visibility window

You can assign one or more documents to a **Self-Service** role so that different employees can read different documents. e.g. Payroll users of **Self-Service** would need different policies to **HR** administrators. When the employee who has the role opens **Policy Documents** in **Self-Service**, they are able to read the document(s) when necessary. Within this window you can perform the following:

- Select an **Employment State**.
- Select a **Self-Service Role**.
- Assign documents to the **Self-Service Role**.

Go to **Cintra iQ**: Tools > Documents in Self-Service > Document Visibility ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064239.png)

| Name | Description |
| --- | --- |
| **Employment Status:** | This drop down displays the state of employment to which the document is related: **Employed**, **Grace Period**, **Post Employment**, and **Pre-Employment**. |
| **Service Role:** | This drop-down displays the list of **Roles** created in **Self-Service > Edit Roles**. |
| **Self-Service Documents pane:** | This pane contains a list of the available documents. |
| **Documents Visible to Self-Service Role:** | This pane contains the documents you wish to assign to a **Role**. They will be viewed in **Self-Service > Policy Documents**. |

## More Information

### How do I set up the policy's details?

1. Navigate to the **Document List** window. Go to **Cintra iQ**: Tools > Documents in Self-Service > Document List
2. Click the **New** button. The **Document Setup** window appears.
3. Enter the document’s title.
4. Select the category to which the document belongs.
5. Enter a **Version** number.
6. Check the **Acceptance Required** check box, if necessary.
7. Check the **Rejection Allowed** check box, if necessary.
8. Enter a **Visible from** date.
9. Enter a **Visible to** date, if necessary.
10. Browse for the desired **Document**.
11. Enter a **Filename**.
12. Enter a **Description**.
13. Click the **OK** button. The document record is created.

> [!NOTE]
> **Note:** You can view the contents of the file by clicking the **View File** button.

### How do I assign document's to self-service?

1. Navigate to the **Document Visibility** window.
  - Go to **Cintra iQ**: Tools > Documents in Self-Service > Document Visibility
2. Select the desired **Employment Status**.
3. Select the desired **Self-Service Role**. The associated documents appear in the **Self-Service Documents** pane.
4. Add the desired document to the **Documents Visible to Self-Service Role** pane.
  - You can also click Add All to make all documents available to the selected role.
5. Click the **OK** button. The documents are now visible to those **Self-Service** users who have the selected role.