Documents and revisions in ClearPolicy

Learn how ClearPolicy documents and revisions work — create content with the rich-text editor, upload a PDF, or import from Google Drive or OneDrive, then publish.

Documents are the core content unit in ClearPolicy. Each document represents a policy, form, or any other content you need people to acknowledge or sign. A document holds a name, settings such as renewal, and a complete history of its content through revisions.

What is a document?

A document is the parent record that ties everything together — its name, settings, revisions, and compliance history all live under a single document. When you create a document, you give it a name. After you publish it, you can send attestation requests so people can electronically sign and acknowledge the policy.

Documents can be assigned to groups so that entire teams or departments are automatically included when you send requests.

Document tabs and settings

When you open a document, ClearPolicy shows two tabs:

• Compliance (default) — who is assigned, completion status, and actions like sending requests or reminders. Use Add People to assign people without sending a request.
• Revisions — draft and published versions with a list and preview. Create a New Draft, edit drafts, publish, and download published files.

Open Settings with the gear in the header to change the document name, renewal, group assignment, archive, and delete options.

Opening a document always starts on Compliance. Switch to Revisions when you need to change content or review version history.

What is a revision?

A revision is a versioned snapshot of your document’s content. Every document starts with a single revision, and you can create new ones at any time. Revisions exist in one of two states:

• Draft — the revision is being written or edited and is not yet ready to send.
• Published — the revision has been finalized and can be used for attestation requests.

Versioning matters because it lets you update a document without invalidating records already in flight. Each attestation request is permanently linked to the revision that was current when the request was sent — so older completions always reference the exact content the recipient saw.

Creating a document

When you create a new document, ClearPolicy starts a first draft revision for you. You can build out your content using any of these methods:

Rich text editor

Write and format your content directly in ClearPolicy using the built-in rich text editor. This is the fastest way to get started, especially for shorter policies or forms you want to maintain inside ClearPolicy.

PDF or Word upload

Upload an existing PDF or Word document. Word files are converted to PDF. The file becomes the revision content and is stored for download and attestation.

Google Drive import

Import a document from Google Drive. ClearPolicy connects to your Google account and pulls in the document content so you can keep your existing authoring workflow.

OneDrive import

Import a Word document or PDF from Microsoft OneDrive. Connect under Settings → Integrations, then choose Pick from OneDrive when creating a document or revision.

You can also start from a template — a pre-built starting point that populates the revision with boilerplate content you can customize.

Publishing a revision

A revision must be published before you can send attestation requests against it. Publishing finalizes the content and makes it available for distribution.

1. Finish editing

   Complete your content in the editor or confirm your uploaded file is correct.

2. Publish the revision

   Click Publish on the revision. ClearPolicy finalizes the content and makes it available for requests.

3. Send requests

   From the document, send attestation requests to individuals or groups.

You cannot send attestation requests from a draft revision. Publish the revision first.

Downloading a published document

Every published revision has a downloadable PDF. Open the document’s Revisions tab, select a published revision, and download the file for sharing, archiving, or review outside ClearPolicy.

Updating content with a new revision

When you need to update a document’s content — to reflect a policy change, correct an error, or add new information — create a new draft revision rather than editing a published one. On the Revisions tab, click New Draft, choose how to add content (editor, upload, or cloud import), then publish when ready.

You can only have one open draft at a time. If a draft already exists, ClearPolicy opens that draft instead of creating another.

When you work on a draft after the first publish, you can add an optional What changed note. It appears in the revision history for your team and is not shown to people who receive the document.

Once a revision is published, create a new draft to make changes. Requests already sent are permanently linked to their original revision, so recipients who completed an earlier version will appear as outdated when you publish an update. This gives you a clear picture of who has seen the latest content.

When you send new requests after publishing an updated revision, any pending requests tied to the previous revision are automatically canceled. This means recipients won’t receive conflicting requests for the same document — they only need to respond to the latest version.