Publish & Share Your Handbook
Create versions, export documents, and share with your team
What is Publishing?
Publishing creates a numbered version of your handbook — a snapshot that captures all your policies exactly as they are right now. Once published, that version is locked and can be downloaded, shared, or referenced at any time.
Why Versioning Matters
- Audit trail: Know exactly what policies were in force and when
- Distribution: Employees always receive the official, approved version
- Chatbot accuracy: The Handbook Chatbot uses the latest published version
- Rollback safety: Made a mistake? Previous versions are always available
Generating a Version
Review Your Content
Before publishing, make sure your handbook is complete:
- All legally required policies are in place
- Policies have been reviewed and approved
- Introduction (header) is set
- Footer/acknowledgement is set
Go to the Handbook Page
Navigate to Handbook in the sidebar. This is where you manage your introduction, footer, and versions.
Click "Generate Version"
Click the "Generate Version" button. This will:
Version Ready!
Your new version is now available for download and sharing. The Handbook Chatbot will automatically use this version when answering questions.
Export Options
Once you've generated a version, you can export it in multiple formats:
Word (.docx)
Professional Word document with formatting, headers, and page breaks. Perfect for printing or further editing.
Branded PDF with cover page, table of contents, and running headers — ready to share with employees or auditors.
Tip: Version notes
Add version notes when you publish so you can track what changed between exports.
Sharing Your Handbook
There are several ways to share your handbook with employees:
Download & Distribute
Export as Word or PDF, then upload to your intranet, SharePoint, or email to employees.
Published Handbook View
The Published Handbook page provides a read-only, searchable view of your latest version — perfect for employee self-service.
Handbook Chatbot
Employees can ask the chatbot questions and get instant answers from the latest published version. No need to read the whole document!
Version History
All previous versions are stored and accessible from the Handbook page:
View any version
Click a version to see exactly what was published at that time.
Download previous versions
Export any version as Word or PDF, not just the latest.
Track publication dates
See when each version was generated for audit purposes.
Note: Versions cannot be edited after creation. This is intentional — it ensures your audit trail remains accurate. If you need to make changes, update your policies and generate a new version.
When to Publish a New Version
You should generate a new version whenever you make significant changes:
✓ Do Publish
- • After adding new policies
- • After major policy updates
- • After compliance reviews
- • Annually (at minimum)
- • After legal changes (e.g., ERA 2025)
✗ Don't Need To
- • For minor typo fixes
- • While policies are still in draft
- • For internal review copies
Best Practices
Communicate Changes
When you publish a new version, let employees know what's changed. Consider adding a "What's New" summary to your email distribution.
Use Consistent Naming
Versions are numbered automatically (v1, v2, v3...), but add the date to filenames when distributing: "Employee_Handbook_v3_Jan2026.docx"
Archive Old Distributions
Keep copies of what was distributed to employees — it helps if there are ever disputes about what policies were in force.
Employee Acknowledgement
After distributing a new version, have employees sign an acknowledgement that they've received and read the updated handbook.
Important: Chatbot Uses Latest Version
The Handbook Chatbot automatically uses the latest published version to answer questions. This means:
- • Changes to policies won't appear in the chatbot until you publish
- • Publishing updates the chatbot immediately (no delay)
- • Employees always get answers from the official, approved version
Frequently Asked Questions
How do I publish my employee handbook?
Click 'Generate Version' from the Published Handbook page to create a new version of your handbook. This snapshots your current policies into a dated version that can be shared with employees. You can add version notes to describe what changed.
What export formats are available?
You can export your handbook as a Microsoft Word document (.docx) for printing or editing, or as a branded PDF for distribution. Both include professional formatting, table of contents, and your header/footer, with all policies and groups.
Can I share my handbook with employees?
Yes, published handbooks can be shared in several ways: export and distribute the Word document, share the published handbook view, or give employees access to the Bounda chatbot to ask policy questions.
How does version history work?
Every time you generate a version, Bounda saves a snapshot with the date and any notes you add. You can view past versions to see how your handbook has evolved, compare changes between versions, or reference specific versions for compliance purposes.
How often should I publish a new version?
Publish a new version whenever you make significant policy changes, after updating for new legislation (like ERA 2025), during annual handbook reviews, or when you need to communicate changes to employees. Regular versioning creates an audit trail of your compliance efforts.
📚 Ready to Publish?
Head to the Handbook page to generate your first version and start distributing to employees.