You can now create, import, and update company handbook policies by chatting with One. One helps you draft policies based on your company's decisions, revise existing content, and preview changes before saving or publishing. This lets you manage policies directly in your workflow without having to leave the conversation to update them manually.
Overview
One helps admins create and maintain company handbook policies through a conversation. You can ask One to write a new policy, import an existing document, or update a published policy.
One guides you through the process by asking for the information it needs instead of making up company rules or decisions. For example, when creating a salary review policy, One can ask about eligibility, amounts, and approvers.
The feature includes the following capabilities:
- Create policies from chat: Describe the policy you need, and One helps draft the content based on your company's decisions.
- Import existing documents: Attach a PDF, DOCX, or Markdown file. One uses the document's content and preserves its wording.
- Update existing policies: Ask One to revise specific sections without changing unrelated content.
- Preview changes: Review the policy in a canvas that shows how it will look in the handbook. Changed sections are highlighted.
- Approve changes before saving: Every create, update, and publish action requires approval through a confirmation card.
- Control who can access a policy: Publish it to the whole company or selected legal entities, locations, teams, or roles.
- Request acknowledgement and send reminders: Configure acknowledgement requirements and reminders when publishing a policy.
New policies are saved as private drafts. Employees cannot access them until you publish them. When you update an existing published policy, employees continue to see the published version until you republish it.
One can also create or update policies as part of other workflows that depend on handbook policies, such as salary reviews.
When and why to use it
Use One when you need to create a new handbook policy, import an existing document, or revise an existing policy.
For example:
- Create a salary review policy by defining eligibility criteria, amounts, and approvers.
- Import an existing company policy from a PDF or DOCX document.
- Update a specific section of a published policy without rewriting the entire document.
- Prepare a policy for a specific team, location, or legal entity.
- Review and publish updated policies with acknowledgement requirements and reminders.
This feature helps you maintain accurate company policies while keeping control over the content and when employees can access it.
How to use
- Open One in Factorial
- Describe what you want to do. You can ask One to:
- Create a new policy
- Import an existing document
- Update an existing policy
For example, you could ask: “Create a salary review policy for our company”
- If you have an existing document, attach it as a PDF, DOCX, or Markdown file
- Provide the required information. Depending on the policy, this may include:
- Eligibility criteria
- Amounts or limits
- Approval responsibilities
- Other rules specific to your company
- Review the draft and preview
- If you are updating an existing policy, the preview highlights the sections that have changed
- One prepares the policy and displays a canvas preview showing how it will look in the handbook
- Approve the changes
- Configure the audience. You can publish it to:
- The whole company
- Specific legal entities
- Specific locations
- Specific teams
- Specific roles
- Publish the policy
- The policy becomes available to the selected audience according to your configuration
New policies are saved as private drafts, so creating a policy does not automatically make it available to employees.
If you are updating a published policy, employees continue to see the previously published version until you publish the changes.
Tips and best practices
- Provide clear company decisions. Tell One which rules your company has agreed on rather than relying on it to determine amounts, eligibility, or approval criteria.
- Import existing documents when possible. If your company already has a policy, attaching the document helps One work from your existing content.
- Review highlighted changes carefully. When updating a policy, check the revised sections to ensure they reflect your intentions and that the rest of the policy remains accurate.
- Use drafts to review content before publication. New policies remain private until you publish them.
- Choose the right audience. Check whether the policy should apply company-wide or only to specific legal entities, locations, teams, or roles.
- Configure acknowledgement and reminders when needed. These options can help you manage employee awareness of important policies.
- Keep policies up to date. Review policies when company rules or processes change, especially when other workflows depend on them.
FAQ
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Can One create a policy from scratch?
Yes. Describe the policy you need, and One will ask for the company decisions required to draft it.
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Can I import an existing policy?
Yes. You can attach a PDF, DOCX, or Markdown file. One uses the document's content and preserves its wording.
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Can One update an existing policy without changing the entire document?
Yes. You can ask One to revise specific sections. The preview highlights the changed sections so you can review them before approving the update.
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Are new policies published automatically?
No. New policies are saved as private drafts. They are not available to employees until you publish them.
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Can I review changes before saving or publishing a policy?
Yes. One displays a canvas preview showing how the policy will look in the handbook, with changed sections highlighted. Every create, update, and publish action also requires approval through a confirmation card.
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Can I choose who sees a policy?
Yes. You can publish a policy to the whole company or select specific legal entities, locations, teams, or roles.
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Can I require employees to acknowledge a policy?
Yes. You can configure acknowledgement requirements and reminders when publishing a policy.
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What happens when I update a published policy?
Employees continue to see the existing published version until you republish the updated policy.
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Can One manage policies required by other workflows?
Yes. One can create or update the handbook policies needed by other workflows, such as salary reviews, allowing you to continue without leaving the conversation.
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Is this feature available now?
Yes. This feature is already available in production.