The Policy Inbox (AI suggestions)

The Policy Inbox is where PolicyBot-extracted suggestions land before they become real policies. You’ll use it to convert an existing policy handbook, Google Doc, PDF, or webpage into discrete InPolicy policies without copy-pasting line by line.

Opening the Inbox

From the top navigation, click Policies, then the Inbox tab.

The Inbox shows two kinds of items:

• Sources — things you’ve imported (a file, a URL, or pasted text). Each source has a status: parsing, ready, or failed.
• Suggestions — individual policy candidates extracted from those sources.

Importing a source

Click + Import at the top of the Inbox. You get three choices:

Upload a file

Supported formats: PDF, DOCX, TXT.

• Max size: 10 MB.
• The file is uploaded, stored in Google Cloud Storage, and queued for parsing.
• Parsing typically finishes in 30–120 seconds. Large PDFs take longer.
• If parsing fails (corrupt file, password-protected PDF, scanned images with no OCR layer), you’ll see a failed status and an error message.

Add a URL

Paste a URL to a public webpage. PolicyBot fetches the page content and extracts suggestions.

• The URL must be publicly accessible — InPolicy doesn’t store cookies or credentials and can’t reach pages behind a login.
• You can choose a watch mode:
  • One-shot (default) — parse once, that’s it.
  • Daily — re-fetch the URL roughly every 24 hours. If the content changes, new suggestions surface.

Paste text

A plain-text textarea for when you have policy content but no file or URL — e.g., you copied it from an internal wiki and just want PolicyBot to structure it.

Reviewing suggestions

Each suggestion is a card with:

• Proposed title (auto-extracted or inferred)
• Body (plain text; rich formatting is not preserved from sources)
• Severity (1–5, AI-assigned based on language strength — “must not” is higher than “should consider”)
• Confidence (0–1, how sure PolicyBot is that this is actually a policy vs. commentary)
• Source excerpt showing where in the original document this came from

For each suggestion you can:

• Accept as draft → creates a real policy in DRAFT status, pre-filled with the suggestion’s content. You then edit and publish as usual.
• Dismiss → marks the suggestion as DISMISSED. It won’t resurface even if the source is re-scanned in watch mode.

Dismissed suggestions don’t disappear. A collapsed Dismissed section at the bottom of the Inbox shows recently-dismissed items with a Restore button, in case you change your mind.

Accepting a suggestion

When you click Accept as draft:

1. A new policy is created with the suggestion’s title, body, severity, and source attribution.
2. The initial revision is tagged author: PolicyBot with the model name.
3. You’re redirected to the policy edit form to refine it before publishing.

From here, everything is the same as a policy you created from scratch — edit, add scope, set effective dates, publish when ready.

The PolicyBot author tag is permanent. Even after you heavily edit the body, the INITIAL revision will show PolicyBot as the author. This is deliberate for audit purposes.

Watch mode (daily re-scan)

When you enable watch mode on a URL source, InPolicy re-fetches the URL roughly every 24 hours and:

• Hashes the new content.
• If the hash matches the last fetch, does nothing.
• If the hash changed, extracts a new set of suggestions and surfaces any that weren’t already accepted or dismissed.

Previously dismissed suggestions stay dismissed — the hash-based deduplication applies even across re-scans.

Watch mode is intended for policies hosted on internal wikis or corporate blog posts where content evolves. It’s not great for Google Docs or Notion pages that require login (InPolicy can’t fetch those).

Limits and gotchas

• File uploads max out at 10 MB. Larger PDFs need to be split or chunked externally.
• Scanned PDFs without an OCR layer will fail to parse. Run them through OCR first.
• Watch mode only works on publicly accessible URLs. Auth-gated URLs are a planned future addition.
• Rich formatting is lost. Suggestions come back as plain text; you’ll need to add headings, lists, and bold manually in the editor.
• PolicyBot’s severity guesses aren’t infallible. Always sanity-check the severity before publishing — a policy rated 2 that should be a 5 will surface fewer violations than intended.
• Suggestions don’t have a Policy Area by default. You’ll set that when you accept the draft.

Who can use it

• Admin, Policy Lead, Policy Editor — can import sources, review, accept, and dismiss.
• User — cannot see the Inbox.