If your company has policy information stored as PDFs in Documents, you can now convert eligible files into Policies. This makes the information available to One, so employees can ask questions and get answers based on your company policies.

Overview

Factorial can detect policy-like PDFs stored in Public documents and suggest converting them into Policies.

The detection is AI-based and conservative: nothing is converted automatically. An admin always reviews and confirms the conversion before a Policy is created.

This functionality is useful when:

• Policy information is already stored as PDFs in Documents
• You want employees to be able to ask One questions about that information
• You want to keep your existing documents while making their content available in Policies
• You want to avoid manually recreating policies that already exist as documents

How to use

Create a Policy from a new upload

1. In your sidebar, go to Documents 
2. Access the Public tab
3. Click on Upload files and upload a PDF
4. If Factorial detects that the file may contain a Policy, a suggestion to create a Policy appears
5. Choose the action that best suits your needs:
   • Create only the Policy
   • Upload only the document
   • Create the Policy and upload the document
6. If you create a Policy, review the converted content and complete the Policy settings
7. Publish the Policy

Convert existing policy PDFs

1. In your sidebar, go to Documents 
2. Access the Public tab
3. Look for the banner showing PDFs that Factorial has detected as potential Policies
4. Click the banner to review the detected documents

   

5. In the review window, select a document
6. Review or change the suggested Policy category
7. Select who the Policy Applies to
8. If needed, enable an acknowledgement for the Policy
9. Review the converted content
10. Publish the Policy

Once published, the original PDF remains in Documents and is linked to the new Policy. It is never deleted.

FAQ

1. What types of documents can Factorial detect?
   Factorial detects potential Policies in PDF files stored in Company Public documents. Detection is AI-based and considers information such as the file name and, during the existing-document scan, part of the file's content.
    
2. Are documents converted automatically?
   No. Factorial only suggests documents that may be Policies. An admin must review and confirm the conversion.
    
3. Who can convert a document into a Policy?
   Admins with the Manage Company Handbook permission can review detected documents and convert them into Policies.
    
4. What happens to the original PDF?
   The original PDF stays in Documents. It is not deleted and is linked to the new Policy.
    
5. Can I choose who the Policy applies to?
   Yes. You can set the Policy's audience using Applies to. Everyone is selected by default.
    
6. Can I require employees to acknowledge the Policy?
   You can optionally configure an acknowledgement when creating the Policy.
    
7. Can I edit the Policy after it is converted?
   Yes. The PDF is converted into editable Policy content, which you can review and adjust before publishing.
    
8. Can One use converted Policies to answer employees' questions?
   Yes. Once the content is available as a published Policy, One can read it and use it to answer employee questions.
    
9. Will Factorial suggest the same document again?
   No. Documents you have already handled are marked so you are not prompted to review them again.
    
10. Can images in a document be converted into Policy content?
    Yes. Images are converted into Policy content as part of the conversion process.