Policy Checking Results

Applied Epic Policy Checking, powered by Coupa, automates the tedious work of identifying differences between policy documents. Once this automated work is complete, however, you must review the differences that Policy Checking has identified to decide if and how to act on them. For information on how to use Policy Checking effectively and how it can improve your policy comparison workflows, see the Policy Checking FAQ.

Policy Checking comparisons remain available for review for 60 days after the automated check is complete.

Accessing Policy Checking Results

Once you have submitted a Policy Check, you can check the status of the submission.

1. Locate the account and access the Attachments area.
   1. To access Accounts from the Home screen, do one of the following:
   2. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.
   4. Select the suitable checkbox or checkboxes to the right.
      • Insureds
      • Prospects
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown list) and press [Enter] or click Locate.
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
   7. Highlight the desired item in the Results list.
   8. Do one of the following:
      
      • Click Attachments on the navigation panel.
      • Click Areas > Attachments on the menubar.
2. To access and review Policy Checking results, do one of the following:
• Click Access > Policy Checking Results on the options bar.
• Click Access > Policy Checking Results on the menubar.
3. The Policy Checking Results screen displays, with a list of Policy Checking comparisons for the selected account. Use the search bar to filter the list if necessary.
   
   The Status column displays one of the following statuses for each Policy Checking comparison:

   Make a selection in each dropdown menu to locate the desired Policy Checking comparison. The fields vary, depending on the menu options you choose.

   

   The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

   • Equals: Enter the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
   • Contains: Enter at least one letter of the search criterion (e.g., part of the description or folder name) in the field to the right. Click Find.
   • Within Range: Search between two different calendar dates of your choice. Click the down arrow to the right of each field to choose dates from the dropdown calendars. Predefined 30 days, 60 days, 90 days, 6 months, and 18 months options are available for the Attached Within Last criterion to help you locate recently added attachments quickly. Click Find.

   To see the filter that is currently applied to the list, hover over the Search where text.

• Submitted: The policy check has been sent for processing.
• Processing: The automated comparison of the documents is in progress.
• Ready: The automated comparison is complete, and you may begin reviewing the results.
• In Progress: Manual review of the comparison is not yet complete.
• Complete: Manual review of the comparison is complete. Complete comparisons display in the list only when you select the Completed Items criterion in the Search Where filter.

To repopulate the list with any Status changes, click the Refresh link label in the header. To print the list of policy checking results, click the Print button. Print the list as you would any other document.

To delete a policy checking comparison, do the following:

1. Select a comparison.
2. Click the Delete button
3. The Delete Verification pop-up window displays. Click Yes.

Note: You can only delete checking comparisons more than 60 days old with statuses other than Completed.

To reassign a policy checking comparison to another user, do one of the following:

1. Select a comparison.
2. Click Reassign.
3. The Reassign Policy Checking pop-window displays.
4. From the Reassign To dropdown menu, select the user to whom to reassign the comparison.
5. Click Finish to complete the reassignment.

4. To open a Policy Checking comparison for review, select it and click the View button to the left of the list. You can only open policy checking comparisons with a status of Ready or In-Progress on which you are listed as the owner.
   
   Note: If a notification is set up to display when a policy check is complete, you can also access the results by clicking the link in the notification window.

Reviewing the Policy Checking Results

The Policy Checking Results screen displays, with a side-by-side view of the documents you submitted for comparison. You can page through the documents or zoom in and out using the toolbar controls. Click the menu button to view or change settings related to your Coupa account, or to view additional Help content specific to Coupa. For an overview of the Coupa tools and recommendations on how to use them in a number of common policy checking scenarios, see Policy Checking Workflow Basics.

The document identified as the Policy displays on the left by default. All other documents display in the right pane, with a tab for each document. Click the double arrow button to display additional tabs if necessary. Search Terms that Policy Checking has identified (i.e. items that you may want to examine in detail) are highlighted.

To change the document that displays in the left pane, click the tab for the Policy document and select a different document from the dropdown menu.

1. To begin reviewing the results, hover over the left margin of the screen to open the checklist.

Individual checklist items also display in the lower right corner of the screen, where you can click the arrow buttons to cycle through them.

2. Click on a check to expand it. The search terms are highlighted, and the documents in the left and right panes jump to the location of the referenced text. Colored lines in the scroll bar to the right of each document indicate the locations of the search terms. Check results display in snippets by default, which temporarily hide the rest of the document from view. To view the entire page, click on the page. To view the entire document, or the entire document with matched and unmatched text marked, select Full Document from the Snippet View dropdown menu. To compare similar documents in detail, select Match View from the dropdown. Use the Highlight all/Highlight dropdown menu in the upper right corner to remove the highlights on matched items, partial matches, or un-matched areas and/or moved paragraphs in the documents.
   
   You can click and drag to select text, which enables you to copy your selection to the clipboard, find other instances of the same text, add a comment to your selection, or add your selection to the current check via the right-click menu.

   To add a comment, do the following:

   1. Right click your selection and select Add comment.
   2. Type your Comment.
   3. A comment icon displays at the end of the comment text, and a triangle icon displays in the document’s scroll bar to indicate the position of the comment. Click on the comment icon in the document text to display or edit the comment.
3. Complete each check by evaluating the compared text. If necessary, you can search for specific words or phrases in the documents.
   1. Click in the Find Text field and enter your search term. To locate your search term exactly as entered and exclude related words (for example, to locate all instances of the word fungus while disregarding words like fungal), enter #exact before or after your search term, or select Exact only from the dropdown menu. Click the X in the field to clear your entry and start over if needed. Press [Enter] to search.
      
      Select a predefined search (such as Dates, Currencies, Exact only, or Alternates) from the dropdown menu below the field if desired. You can edit and add predefined searches in My Settings, accessible from the menu button in the upper left corner.

   

   2. The locations of the search results in each document display in its sidebar indicator. Click the up and down arrow buttons to cycle through the search results in the documents.
   3. To broaden your search (for example, by including alternate spellings or similar words), click the more link label. To narrow it again, click the less link label.
   4. If your search returns an item that is relevant to your current check, select the text in the document, right click it, and select Add selection to current check.
1. Select the checkmark icon  if the documents pass the check.
2. Select the X icon  if the documents fail the check (for example, if the limits are incorrect in one of the compared documents). If you select one of these icons in error, click it again to deselect it.
3. Optionally enter an explanation for the pass or failure.
1. Click the Add response link label.
2. Enter your response in the text box.

You can select or deselect the checkmark or X icon to indicate a pass or failure while adding responses. To delete a response, click the X in the upper right corner of the Add response popup.

3. Press [Enter] to complete your response, or click the + Add link label to enter additional responses.

4. To leave the policy check In Progress and continue it later, hover over the left margin to display the checklist and click the Close button at the top. Your work is saved automatically.
   
   When you have completed all checks and are ready to mark the policy check Complete, click the Finish button. This creates two additional attachments associated to the selected client: the completed checklist (with passes, failures, and any response notes you added) and a PDF of the compared documents.