PolicyTech
NAVEX PolicyTech publishes no read API Proofroom can use, so its policies come by export: you upload PolicyTech’s document list, and each document’s approval and review dates (Date Approved, Last Reviewed) are filed as evidence of the yearly review. A document’s Word or PDF copy can be imported as a Proofroom draft. Add it on Policies → Where your policies live → PolicyTech → Connect.
What the collector shows
| Collector | Kind | Default cadence | What it shows | Suggested controls |
|---|---|---|---|---|
| Policy document reviews | window | annually | Each upload is filed at once: every document in the export with its reference, owner, version, status, approval, last review and next review dates as PolicyTech states them, and whether a review was recorded in the 12 months before the upload: a Last Reviewed or Date Approved date in PolicyTech, or an approval of its linked Proofroom policy. A Last Modified date alone is shown, but is not counted as a review. The export file is attached. The yearly run fails when no export was uploaded that year. | PCI DSS 12.1.2; SOC 2 CC5.3 |
Who can edit a document is not in PolicyTech’s export, so there is no editor list for PolicyTech.
Export the document list
- In PolicyTech, open the list of your policy documents.
- Show the columns Reference #, Title, Version, Status, Owner, Date Approved, Last Reviewed and Next Review Date (the names may differ a little between PolicyTech versions; Proofroom knows the usual ones).
- Choose Custom Print, then Print Display Table and Microsoft Excel Raw.
- PolicyTech saves an older Excel file (.xls). Open it in Excel and save it as .xlsx or CSV.
Upload
On Policies → Where your policies live → the PolicyTech connection, choose the file, say whether its dates are written day first or month first, and upload. Proofroom refuses a file without a title column or without any date column, and a file with a date it cannot read (naming the row), rather than filing part of a list.
Each row becomes a tracked document. Link each to its Proofroom policy (suggested by title). To import a document as a draft, download it from PolicyTech as Word or PDF and upload it under Import a document as a draft.
A document with no Last Reviewed or Date Approved date in 12 months (and no approval of its linked Proofroom policy) becomes a task; an edit alone does not answer it. Upload a fresh export at least once a year, and after each review cycle.
After the first upload
- Check the documents count and dates on the evidence against PolicyTech’s list.