Client Policy Assignment

Client policies are instances of policy templates assigned to specific client organizations. The assignment workflow manages the full lifecycle from draft through client acknowledgement, including version tracking and exception handling.

Policy Lifecycle

Every client policy moves through the following status stages:

Status	Meaning
draft	Being configured in the wizard — not yet visible to the attorney or client
internal_review	Sent to your attorney for review before the client sees it
client_review	Live in TheOnePortal — client contacts are notified to sign
final_approval	All required contacts have signed — awaiting internal final approval
published	Fully executed and stored in the vault
superseded	A newer version of this policy has replaced it
archived	No longer active — retained for compliance records

Assigning a Policy to a Client

Method 1: From the Template Library

1. Go to Policies → Template Library
2. Find the template to deploy
3. Click Deploy to Client
4. The Policy Creation Wizard opens

Method 2: From Client Policies

1. Go to Policies → Client Policies
2. Click New Policy
3. Select the template from the dropdown
4. The Policy Creation Wizard opens

Policy Creation Wizard

Page 1 — Client Selection

• Select the Client Organization (synced from CRM)
• The organization's existing policies are shown so you can avoid duplicates
• Set the Effective Date (defaults to today)
• Optional: set an Expiration Date for time-limited policies

Page 2 — Variable Values

• Each {{variable}} from the template is presented with an input field
• Required variables must be filled before you can proceed
• The Live Preview on the right updates as you type
• Common variables include: client_name, service_tier, contract_start_date, notice_period, liability_cap

Page 3 — Acknowledgement Settings

• Required contacts: Select which client contacts from CRM must sign
  • Choose All Contacts or Specific Contacts
  • For important agreements like MSAs, select the authorized signatory only
• Acknowledgement mode:
  • E-signature — Client signs in TheOnePortal (scroll-to-end + typed name + IP capture)
  • Acknowledgement only — Client confirms they've read the policy (no typed signature)
  • No acknowledgement required — Policy is informational only
• Renewal settings: Set automatic renewal reminders (e.g., 30 days before expiration)

Page 4 — Review and Submit

• Review all settings and a summary of the document
• Choose workflow:
  • Send for Internal Review — Routes to your attorney first (recommended for new or modified templates)
  • Send Directly to Client — Skips attorney review (use only for standard templates you've used before)
• Click Submit

Managing Client Policies

Navigate to Policies → Client Policies to see all policies across all clients.

Filtering and Search

• Filter by: Status, Client, Template, Expiration (expiring in 30/60/90 days)
• Search by client name or policy name
• Sort by: Created date, Expiration date, Status, Client name

Policy Detail Page

Click any policy to open its detail view:

Summary Tab

• Current status with transition history
• Client and template information
• Effective and expiration dates
• Assigned contacts

Acknowledgements Tab

• List of required contacts with signature status
• For each signed contact: timestamp, typed name, IP address, scroll-completion confirmation
• Export CSV — Downloads all acknowledgement records for compliance audits

Sections Tab

• View the full policy document as deployed (with all variables filled)
• Version number shown in header

Version History Tab

• All previous versions of this client policy
• View the exact document at any prior version
• Version notes from the attorney

Exceptions Tab

• View, create, and manage policy exceptions (see below)

Policy Exceptions

Exceptions are approved deviations from standard policy terms for a specific client.

Creating an Exception

1. Open the client policy detail
2. Click the Exceptions tab
3. Click Request Exception
4. Fill in:
   • Type: ticket (specific ticket/incident), user (specific user), department, time_bound, or general
   • Description: What the exception permits
   • Justification: Why the exception is needed
   • Duration: Optional — if time-bound, set start and end dates
5. Click Submit for Approval

The exception routes to your attorney for approval. Once approved, it appears in the policy record alongside the base policy.

Exception Approval Workflow

Status	Description
pending	Awaiting attorney review
approved	Exception is active
denied	Attorney rejected the exception with notes
revoked	Previously approved but withdrawn
expired	Time-bound exception has passed its end date

Re-Assigning on Policy Update

When your attorney publishes a new version of a template, existing client policies based on that template are not automatically updated. To upgrade a client to the new version:

1. Go to the existing client policy
2. Click Update to Latest Version
3. The wizard reopens, pre-filled with the existing variable values
4. Review and adjust any changes introduced by the new template version
5. Submit — the client will be notified to re-acknowledge if required

ℹ️

After a policy version update, the client must re-acknowledge the new version. The previous acknowledgement is preserved in version history as a compliance record.

Assignment History

Every state transition for every client policy is recorded in the audit log. To view the full history:

1. Open a client policy
2. Click Summary
3. Scroll to the History section at the bottom

History entries include: who performed the action, what changed, and when.