Private Site: Update Workflow Guide - Processing Your Policy Updates

1. Downloading and Importing the Update Package

• From your Client Workspace, open your Draft Book using the book picker.
• Select the "Book" menu at the top of the screen and click "Import" from the drop-down list.
• Select the desired Update collection from your subscriptions by checking the box.
• Crucial Step: Make sure to select the option to match the update package against your Published Policy Manual. This prompts the system to compare the incoming templates with your currently active policies so you can review them side-by-side.
• Click Import. A dialog box will appear at the top of the page with a link to take you directly back to your draft book to view the imported update package.

2. Editing and Comparing Policies

• Once imported, look for icons beneath the policy descriptions: a Brown Icon with two arrows indicates that the system found a matching existing policy to compare against, while a Blue Icon indicates that "Track Changes" is already active in the document.
• Click on the policy you wish to edit, then select the Edit Icon in the upper right-hand corner.
• The editor will open in a split-screen comparison view, showing the Neola update template on one side and a copy of your current published policy on the other.
• You can only edit on the right side of the split screen. Use the on-screen buttons to choose whether you want to edit your current policy or the update template in that right-hand position.
• Using the CK Editor, ensure Track Changes is toggled on.
• Best Practice for Pasting: When copying new language from the template into your policy, use Control+Shift+V (or Command+Shift+V on a Mac) to paste as plain text. This drops the text in cleanly as a new addition (highlighted in green) and prevents you from carrying over conflicting track changes formatting from the source template.
• Click Save in the upper right corner when finished.

3. Setting the Policy Status

• After saving your edits, use the Status drop-down menu to assign a workflow label to the policy.
• As the policy progresses through your district's process, update this status using labels like Revised, For the Board, or Adopted.
• These statuses help you stay organized; you can quickly filter your workspace to see exactly which policies are at which stage of the process.

4. Organizing and Creating PDF Board Packets

• To organize materials for a board meeting, click the "Book" menu and select "New Section". Name this section something identifiable, such as "June Board Meeting".
• Select the policies you want to present to the board and drag and drop them into this new section. To move multiple items at once, hold the Shift key to select a continuous group, or the Control/Command key to select random policies, and drag them together.
• To generate your board packet, click the three-dot menu next to your new section and select Export PDF.
• The system instantly generates a clean PDF packet containing a custom cover page, a clickable table of contents, continuous line numbers, and visible track changes so board members can easily reference specific modifications during their review.

5. Submitting Adopted Policies to Production

• Once your board officially adopts the policies, update their status to Adopted.
• Open the Update Package Disposition sheet in your Draft book, add adoption dates for approved policies. If any policy updates have been rejected or tabled, enter dates into the appropriate column.
• Submit the finalized policies and disposition sheet(s) directly to Neola Production by clicking the three-dot menu (or the multi-action toolbar) and selecting "Send to Neola".
• You will receive an email notification confirming that your policies are in the queue for processing.
• You can track Neola's progress by looking in the Neola Production book, where you will see your submitted materials marked with statuses like Incoming or In Progress.