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Global searchSearch every Helm recordCompanies, contacts, drivers, vehicles, documents and more.Ready

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Account settings

Profile settings

Manage your Helm profile, email address and password.

Your profileMember account

Personal details

Profile information

Update the name displayed throughout your Helm account.

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Use an email address you can access for account and security messages.

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Controlled policy setup

Create and prepare a policy

Complete one guided setup. Helm saves the record first, then carries it through version controls and PDF verification.

1Policy details

2Version

3Requirements

4PDF & review

Step 1 of 4

Identify the controlled policy

The policy code remains stable across every revision and becomes part of the audit trail.

Policy code RequiredUse a short code your team will recognise. Category Optional Policy title Required Policy owner Optional Review cycle Description Optional

Required fields are marked. You will add the controlled PDF before anything can be submitted for review.

Controlled policy setup

Prepare the first controlled version

The policy record is saved. Finish its version controls and verified PDF here, without leaving the setup flow.

Policy details

Step 2 of 4

Describe this revision

A later published version will supersede this one while preserving its evidence history.

Version number RequiredUse a clear sequence such as 1.0, 1.1 or 2.0.Effective date OptionalRevision summary OptionalAcknowledgement declaration Optional

Add a version number to continue.

Step 3 of 4

Set acknowledgement controls

These controls become part of the version-bound evidence record.

Signature evidence RequiredRecipients can draw with touch or mouse, with an accessible typed-signature option.Minimum reading time OptionalPrevent acknowledgement until the required time has elapsed.Minimum seconds Required when enabled

Signature evidence is always required. Reading time is optional.

Step 4 of 4

Upload and verify the final PDF

The file is checked before Helm creates the controlled version.

Choose controlled PDF RequiredPDF only, up to 50 MB. Stored privately with a SHA-256 integrity hash.

Choose a PDF to begin secure upload and verification.

Policy record saved

Version controls recorded

Verified PDF required

Creating the version does not publish it. The next screen will show the review action.

Step 2 of 4

Policy workspace

Driver Safety Policy

POL-SAFETY-01 Safety critical

Published

Next action

Create the first controlled version

Add the version details, acknowledgement controls and verified PDF before review can begin.

Helm only enables actions that are valid for this version and your workspace role.

Step 1 · Prepare

Controlled version

Every revision keeps its own verified file, requirements and immutable lineage.

Version 2.0Current controlled version

Policy ownerOwner

Not scheduledNext review

ImmutableVersion record

Version history

Every controlled revision

Published and superseded records remain available for evidence.

Version 2.0Published2 Sep 2026

Step 2 · Review

Check readiness and submit

The exact file and acknowledgement requirements are frozen when the version enters review.

Controlled PDFThe uploaded policy file must be verified and ready.

Acknowledgement requirementsSignature, declaration, reading time and quiz settings are bound to this version.

Policy owner and review dateResponsibility and the next scheduled review remain visible on the record.

Ready for review?The Next action above will show Submit for review only when every required control is complete.

Step 3 · Approval

Authorize the controlled version

The workspace approval rule is applied before Helm exposes the approval action.

Independent approval requiredA different authorized user must approve the version. The person who submitted it cannot also approve it.

Accountability remains visibleHelm records the approver, role snapshot, decision time and approval note in the append-only event trail.

Step 4 · Publish

Create the controlled release

Publishing activates the approved version without changing or deleting earlier revisions.

Approved version readyThe Next action above becomes Publish version only after approval is recorded.

What publishing doesThe new version becomes the current controlled version. Any previous version remains immutable and available for audit evidence.

Step 5 · Release

Send the published policy

Select one saved audience, review the eligible recipients and create version-bound person records.

Published version RequiredSaved audience RequiredDue date OptionalSchedule send OptionalEmail subject RequiredMessage Optional

Review the exact version and recipient preview before sending.

Eligible0

Missing email0

Excluded0

QuizNo

Signature requiredEach recipient signs against this exact version. Emails are processed in the background and may take up to five minutes.

Step 6 · Follow up

Track recipient progress

See who has opened, completed or missed the acknowledgement for this policy.

Sent0

Opened0

In progress0

Completed0

Overdue0

Recipient records will appear after the policy is sentUse the Send step first, or open the cross-policy register to follow up across the whole workspace.Open acknowledgement register

RecipientAwaitingDue date

Step 7 · Prove

Prepare audit evidence

Create the narrowest immutable pack that answers the request, without duplicating export forms.

Complete policy historyIncludes controlled versions, approvals, sends and recipient evidence for this policy.Prepare evidence pack

Need one person or one send?The Evidence area also creates a signed person record or a complete send-level package.Open Evidence

Audience builder

Choose who receives this policy

Use directory rules, then include or exclude specific people before saving.

Everyone activeIgnore all filters and target every active person with an email.Build a targeted audienceMatch directory dimensions and individual exceptions.

Audience nameMatch mode

Person type

Company

Employment status

Driver type

Individual exceptions0 selected

AMAdam MooreDriver • adam@example.comIncludeExclude instead

Automatically include future matchesNew people who match this saved rule join future distributions.

Eligible0

Explicitly excluded0

Missing email0

Inactive included0

Duplicate emails0

Saved audiences0 saved

No saved audiences yetSaved targeting rules will appear here for review and reuse.

Policy record

Archive this policy?

Existing versions and evidence remain available, but new versions cannot be created.

This changes the policy to read-only. You can unarchive it later if work needs to resume.

Type ARCHIVE to confirm

Ready.

Compliance governance

Policies

Move each controlled policy from draft to signed evidence through one guided workspace.

Acknowledgement register

Policy journeyControlled workspacePrepare, release and assure

Active0

Fully acknowledged0

Need action0

Review due0

Open a policy to see its current stage and one clear next action. Every acknowledgement stays tied to the exact published version received.

Driver Safety Policy

POL-SAFETY-01

Safety-critical responsibilities for daily checks, defect reporting and safe vehicle operation.

Current stageVersion 2.0Safety critical

Acknowledgement0 of 0 complete0 overdue

Next actionPolicy ownerReview not scheduled

Active

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Workspace policy controls

Policy approval requirements

Choose who may approve a version after it is submitted for review.

Single approverAn authorised user can approve a policy version they submitted.Independent approval RecommendedThe submitter cannot approve the same version. A different authorised user must complete the review.

This setting controls approval only. Published policies can still be issued separately for acknowledgement when required.

The current workspace setting will be selected when this panel opens.