After at least one employee has submitted a form for an HR policy, its details in HR Admin > HR Policies become read-only. A message at the top of the HR policy's details indicates that the policy is in use and can't be edited.
You can create a new version of an existing HR policy that is already in use, when needed. For example, you can update your organization's code of conduct policy for the current year.
When you add a new HR policy to replace an existing one, you must enter the same value in the Reference Code field for it as the previous policy, and an effective start date that falls after that of the previous policy. The effective dates of the old and new policies can’t overlap. When you save the new policy, the previous policy is automatically assigned an end date of the day before the new policy is effective.
When the Publish To Form Builder checkbox is selected for the new policy, Dayforce generates a new XML form in Workflow Administration > Form Builder. The new form has the same reference code as the previous form, and the previous form is automatically assigned an end date of the day before the new form is effective.
As a result, existing records in Workflow Administration > Guided Process and Workflow Administration > Role Privileges are updated to reference the new form instead of the old form. When employees access the form in Dayforce, the new version is shown.