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How to Create and Edit Policies Using Formalize IQ

Formalize IQ can assist you in creating new policies, updating existing policy content, and linking policies directly to compliance controls. IQ always creates a draft version of your changes, allowing you to review all updates before publishing.

Core Capabilities

IQ streamlines policy management through four main actions:

  • Drafting and Editing Content: Generate new policies from scratch or edit text in existing draft documents.

  • Formatting Cleanup: Fix spelling errors, standardize headings, clean up line breaks, and convert raw text or lists into formatted tables.

  • Connecting Controls: Automatically link compliance controls to the appropriate policies to ensure full coverage.

  • Converting PDFs: Convert static PDF policies into editable built-in platform documents.

Common Workflows & Example Prompts

Workflow 1: Auditing and Linking Controls

Use IQ to verify that a policy correctly covers all associated compliance requirements.

Example Prompt:

"Identify relevant controls that should be linked to this policy, verify if the policy satisfies their requirements, and suggest updates for any missing content."

What IQ Does:

  1. Analyzes control-to-policy connections and suggests missing links.

  2. Evaluates policy content against connected control requirements.

  3. Generates draft updates to resolve gaps in coverage.

Workflow 2: Editing and Proofreading Content

Use IQ to clean up policy text, fix grammatical errors, or convert unstructured text into tables.

Example Prompt:

"Review this policy for spelling mistakes, inconsistent formatting, and clarity."

Next Steps in the UI:

  1. IQ analyzes the document and prepares proposed updates.

  2. Click View Details to expand the side-by-side diff viewer and review all edits before saving the draft.

How Versioning and Approvals Work

To keep your published policies safe, IQ never makes direct changes to live documents.

  1. Automatic Draft Creation: When IQ updates an existing policy, it saves the changes as a new draft version (for example, incrementing version 1.0 to 1.1).

  2. Side-by-Side Review: You can view a side-by-side comparison (diff view) highlighting all additions and deletions made by IQ.

  3. Approval and Publishing: The original published policy remains active until a user explicitly approves and publishes the new draft.

Supported Formats

IQ works with both policy types supported in Formalize:

  • Built-in Editor Policies: Formatted directly within the platform.

  • PDF Documents: Uploaded policy documents (IQ can also convert messy PDF text into the built-in editor format).

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