Writing and editing policies

There are four ways to get a policy into Tidal: start from the Tidal template for that policy, write it in the built-in editor, upload an existing file, or link to one held elsewhere. This article covers all four, plus the formatting, ownership, and version history that apply once the policy exists.

Starting from a Tidal template

Most policies ship with a template we wrote: the whole document, structured and worded, with the parts only you can answer marked for you to fill in. Choosing Start with template copies it into a new draft, and from that point it is an ordinary policy in the editor.

Every template opens with a yellow INSTRUCTIONS box. It tells you what to replace on the first version, what approving the document proves, and how often to review it afterwards.

Work through it in this order:

1. Replace [Company Name] and any other bracketed placeholder. Nothing fills these in for you, and the templates use them heavily.
2. Read the whole document and adjust it to how your organisation actually works. A template that describes something you do not do is worse than no template.
3. Remove the yellow help texts as you answer them.
4. Delete the INSTRUCTIONS box, then approve.

Using the Policy Editor

The Policy Editor is our built-in editor that allows you to create and edit professional policy documents. When you choose "Create with editor", you'll be taken to the editor.

First steps in the editor

Initially, the editor is loaded with a standard template that gives you a good starting point:

In the editor you see:

• Policy title - Automatically filled in based on your policy
• Document status - Approved or Draft
• Policy version number - For version control
• Document content - Your actual policy text
• Action buttons - For editing, approving, downloading etc.
• Menu button (three horizontal lines) - Opens the sidebar with more information and version history

Editing documents

When you click the "Edit draft" button, the editor toolbar appears with all editing capabilities:

The editor contains a complete set of word processing functionalities:

• Text formatting - Bold, italic, underlined
• Lists - Numbered and bullet points
• Headings - Different levels for structure
• Tables - For structured information
• Links - To external sources or internal documents
• Images - For visual support

Templates and structure

Standard template

The standard template contains typical sections for policy documents:

• Purpose and scope - Why does this policy exist?
• Responsibilities - Who does what?
• Procedures - How is the policy applied?
• Compliance and monitoring - How is compliance controlled?

Creating your own structure

You are not bound to the standard template. You can:

• Add or remove sections
• Create your own heading structure
• Add specific content that fits your organisation

Uploading existing documents

If the policy already exists as a file, upload it instead of rewriting it in the editor. Uploaded policies are recognisable by a paperclip icon.

Upload process

When you choose "Upload file or use already uploaded document", you get an upload interface:

You can upload files by:

1. Drag & Drop - Drag files directly to the upload box
2. Click - Opens a new File Explorer selection screen
3. Search for a document - Select a document that is already in Tidal

Supported file formats:

• PDF documents
• Microsoft Word documents (.doc, .docx)
• Microsoft Excel documents (.xls, .xlsx)
• ...and many more

Upload management

After upload, you see in the overview that uploaded files are recognisable by the paperclip icon:

Uploading new versions

When you have a new version of your document ready:

1. Go to the "Policy Options" menu of the policy
2. Click on "Link other document"
3. Upload your new file

Advantages and limitations

Uploading keeps your existing workflow intact, but editing that document still has to happen outside Tidal.

Advantages of uploaded documents:

• Maintain your current workflows and templates
• No retraining of your team needed
• Familiar software and formatting options

Limitations:

• Limited editing capabilities within Tidal
• Manual version management
• No integrated collaboration features

Linking external policies

If your policies live in another system, link to them by URL and Tidal will track their status without holding the content.

URL-based management

For organisations that manage their policy documents elsewhere, Tidal offers the possibility to link external URLs:

Setup process

1. Choose "Link to an external location" in the start menu
2. Enter the URL of your external policy document
3. Click "Add link" to save the url

URL management

The URL is stored in a file within Tidal, allowing you to still use:

• Approval workflows
• Review cycles
• Compliance tracking

Best practices for external policies

An external policy is only as reliable as its URL, so keep that link stable and accessible to everyone who needs it.

Documentation:

• Keep track of which URL refers to which version, or;
• Ensure stable URLs that don't change

Accessibility:

• Check that URLs are accessible to all relevant users
• Set proper permissions in your external system
• Test links regularly for validity

Content formatting and styling

The editor supports the formatting a policy actually needs: headings, tables, and internal and external links.

Structuring text

Effective heading structure

Use a logical hierarchy of headings:

• H1 - Chapter titles
• H2 - Section titles
• H3 - Paragraph titles

Lists and enumerations

Use the list type that matches the content: ordered for a sequence, unordered for options.

• Bullet points for unordered items
• Numbered lists for procedures and steps
• Nested lists for hierarchical information

Using tables

Tables are ideal for:

• Roles and responsibilities overviews
• Procedure steps with actors
• Compliance requirements with deadlines
• Contact information displayed in structured format

Links and references

Internal links

Link to other Tidal content directly, using the article's own URL.

• Link to other policies within Tidal
• Refer to related controls
• Link to relevant frameworks

External links

Link out to legislation or standards this policy is based on.

• Reference legislation and standards
• Link to external procedures
• Refer to additional documentation

Policy detail page and sidebar

The sidebar is where a policy's metadata lives: its owners, its version history, and its changelog.

Opening the sidebar

When you are in the Policy Editor, you can find additional information and functions via the sidebar:

1. Click the menu button (three horizontal lines) at the top right of the editor
2. The sidebar slides open on the right side of your screen
3. Here you find ownership, version history, frameworks and more details

Assigning owner(s) via the Policy detail page

To assign owners to a specific policy:

1. Go to a specific policy by clicking on the title
2. Click the menu button (three horizontal lines) to open the sidebar
3. Find the "Owners" section in the sidebar
4. Click the user icon to add an owner
5. Select users from the available list

Navigating version history

In the policy editor sidebar (three horizontal lines) you find the complete version history:

• Active version is marked in blue
• Click on a version to view it
• Draft versions can still be edited
• Approved versions are read-only

This function is useful to:

• Compare changes between versions
• Go back to an earlier version
• Check which version is currently active

Updating policy information

In the sidebar you can also check:

• Next review date - When the policy needs to be reviewed
• Frameworks - Which compliance frameworks are linked
• History - Complete audit trail of changes

Editing changelog

For each version in the history you can:

1. Click the pencil icon next to a version
2. Edit the change comment to explain changes
3. Adjust the version number if desired
4. Save the changes

Best practices for policy writing

A policy is read by people who did not write it, so structure and plain language matter more than completeness.

Structure and flow

1. Start with context - Why does this policy exist?
2. Define scope - Who and what does it apply to?
3. Describe procedures - How is it executed?
4. Specify responsibilities - Who does what?
5. (optional) Explain monitoring - How is compliance controlled? - often not needed because Tidal handles compliance.

Language use

A policy written in active voice, without jargon, is one people actually read and follow.

Clear and unambiguous:

• Use active instead of passive sentences
• Avoid jargon and technical terms where possible
• Define important concepts

Actionable content:

• Use verbs that indicate clear actions
• Specify deadlines and frequencies
• Give concrete examples where useful