In Cenedril you bring the documents of the AI management system together on the Policies & Documents page of the AI Compliance Assistant: you generate each policy from your assistant data, edit the text, save it as a draft and complete it, so that a version awaits approval under Documentation → Policies & Procedures. As soon as the AI Policy or the AI Usage Policy is approved, you request the acknowledgement from each person at the end of the page; every confirmation becomes a record with version, language and timestamp.
Open the page and read the groups
Open Policies & Documents
In the sidebar open Wizards, choose the Artificial Intelligence card and, on the overview below the chapter list, click the tool card Policies & Documents. The card carries the figures policies approved and Acknowledged. The page starts with the introduction AI Policies and the Recommendations; below them sit the language flags, the Add Custom Policy / SOP button and the document groups.
Read the groups and badges
The AI framework policies group holds the documents that carry the management system: AIMS Scope Statement, AI Management System Policy (the AI policy), AI Usage Policy and, once your organisation offers its own AI systems, AI Provider Policy. The Management Documents group holds the AI Communication Plan and the Notice to Employees on AI Systems. A Custom Policies group appears as soon as you create a document of your own. A click on the group header collapses or expands the group. Next to each document name sits the badge of the approval state: Not started, Submitted for approval, Reviewed, Approved, Update required or Obsolete. Where they apply, marks such as Not published, Changed since approval or Unsaved changes are added; they concern your own work on the text.
Choose the language
The flags above the groups switch between Deutsch and English; the language of your user account is preselected. Each language is a separate document with its own version and its own completion mark. Generating, saving and completing act only on the displayed language.
Generate and complete a document
Expand a policy
Click the header of a document card. The header area shows Last Completed and Approved At with date and person; on the right sits the button for generating, and once an approved version exists, Compare with approved version is added. Below, the editor opens with the saved text of the displayed language, and under the editor sit Save Draft and Complete. Every card is saved on its own: saving or completing one policy leaves the others untouched.
Generate the draft
With an empty editor the button reads Generate Document; it produces the first draft from your assistant data, depending on the document from the organisational context, scope, AI roles, AI register, risk scale and communication plan. As soon as text exists, the button reads Regenerate; after the confirmation Regenerate document? and Yes, regenerate it replaces the entire text of the displayed language, your own wording included. The message Policy content generated successfully. confirms the step; the text then exists only in the editor until you save it as a draft or complete it.
Edit the text and save the draft
Edit the text directly in the editor. While the change exists only there, the card shows the Unsaved changes mark and a yellow notice below the header area; leaving the page discards the text. Save Draft stores the displayed language without publishing anything and reports Draft saved. The saved draft is kept for the next visit and is adopted only when you complete the document.
Complete
Complete marks the displayed language as finished and publishes the document. Only this step creates, for each language with content, a document version that awaits review and approval under Documentation → Policies & Procedures. The badge changes to Submitted for approval, and the message reads Policy completed and saved. With an empty editor the button stays disabled. If you need both languages, switch via the flags and complete the second language as well.
Create a custom policy
Add Custom Policy / SOP opens the New Policy / SOP dialog. Enter a name that is unique within this area under Policy name and confirm with Create. The document appears in the Custom Policies group; you write the text yourself in the editor. Rename document renames it. Versioning, approval and the Save Draft and Complete buttons are the same as for the built-in documents.
Approve and keep current
Approve under Documentation
Approval takes place outside the assistant. Open Documentation → Policies & Procedures, select the submitted document and review or approve it there; the guide “Create and manage policies & procedures” describes the flow. After approval the card here shows Approved, and the figure policies approved on the overview counts up.
Compare with the approved version
Once an approved version exists, Compare with approved version places the current draft under Current Version and, to the right, the approved version under Current Approved Version side by side; the editor is read-only meanwhile, and Stop comparing closes the side-by-side view. This shows you, before completing again, what has changed compared with the valid version.
Watch for the changed-answers notice
If, after approval, one of the answers a chapter of the AI Policy, the AI Usage Policy or the AI Provider Policy was built from changes, for example the size class of the organisation or a high-risk system in the deployer role, a yellow notice with the changed points appears above the card. Mark for revision sets the approved version to Update required. Then regenerate the document with Regenerate, review the affected chapters and complete it again.
Request the acknowledgement
Check the acknowledgement section
At the end of the page sits the Acknowledgment of the AI policies section. As long as neither the AI Policy nor the AI Usage Policy is approved, it shows only the note that the confirmation can be requested once a policy is approved. After that it lists, under The confirmation covers these versions, the approved policies AI Policy and AI Usage Policy with their approval date; a policy not yet approved is named as not included. Only approved versions are confirmed.
Request confirmations
The list suggests the user accounts of your organisation as recipients. Request in a row sends the person an email with the link to the signing page, where they confirm with a one-time code. Request all open in the footer sends the request to every person without a pending or current confirmation; the counter next to it shows how many rows are open, and the message … requests sent confirms the run. A request is valid for 30 days.
Add another person
A user account is not required for the confirmation; the policies apply to all employees. Under Add another person enter First and last name and Email address and click Add and request. The person stays on the list through their request and carries the note No user account. The signing page carries the confirmation; a person with access reads the policy text in Cenedril before signing, and without access you provide the text another way. The link Create accounts under Team leads to the team administration and appears only when you are allowed to open it.
Track the state
Each row shows the state of the request as a badge: Sent, Viewed, Signed, Expired or Revoked; Partially signed means the confirmation covers only part of the policies approved today. While a request is Sent or Viewed, the icons on the right offer Send again and Withdraw request. After signing, the row shows Confirmed on with the date and the count of acknowledged policies; View record opens the policy acknowledgment under Documentation → Records. If a policy is approved again later, the row carries Re-approved since. The counter in the section header reads … of … requests confirmed; the assistant overview shows the acknowledgement state as the figure Acknowledged and counts there only confirmations signed after the most recent approval.
Result: the AI framework policies and management documents sit as completed versions under Documentation → Policies & Procedures for review and approval, approved documents carry the Approved badge on the Policies & Documents page, and the acknowledgement of the AI Policy and the AI Usage Policy has been requested from each person; every confirmation is stored as a policy acknowledgment under Documentation → Records.