Settings Reference

This page walks through every option on the plugin’s settings screen, tab by tab and field by field, in the order you see them. For each field you get the on-screen label, what it does, its default, the values it accepts, and anything it depends on. Where a feature has its own guide, the entry here stays short and links to that guide.

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Where to find the settings and who can change them

The plugin adds a Policy Management menu to the WordPress admin sidebar. Open Policy Management → Settings to reach the screen described on this page. Its page title is Dantian Policy Management Settings.

Who can open it: only users with the plugin’s “manage settings” permission. By default that is the Administrator role only. Editors and other roles do not see the Settings menu item.

Some related screens sit under the same menu but are not part of this settings form:

• Policy Management → Tools (Administrators only) — Settings Backup / Restore, File Import, and (when Regulatory Frameworks is on) Framework CSV Import.
• Policy Management → Page Gating — appears once Enable Page Gating is on. See Page Gating.
• Policy Management → Edit Suggestions — appears once Enable Edit Suggestions is on. See FAQs & Edit Suggestions.

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How the settings screen works

Tabs run down the left of the page, grouped into bands:

Band	Tabs (top to bottom)
Setup	Features · Content Management · Appearance · User Management
Feature Settings	Acknowledgements & Notifications · Version Approval · Search
System	System Configuration · PDF Export
(no band heading)	Upgrade — labelled Licence when the Pro add-on is active

🔒 Pro feature — requires the Pro plugin.

With an active Pro licence, an AI & Automation tab appears in the Feature Settings band, directly after Search. Pro also adds fields to several existing tabs; each one is marked (Pro) below. If Pro is installed but not licensed, these Pro fields and the AI & Automation tab do not appear.

One form, one Save button. All tabs are part of a single form. You can change fields on several tabs and click Save Changes once. The page remembers which tab you last had open. The Save Changes button is hidden on the Upgrade/Licence tab because that tab has nothing to save.

Fields that depend on a switch. A few fields appear only while a related switch is on. For example, Suggestion Roles by Document Type shows only while Enable Edit Suggestions is ticked. The version-approval detail fields on the Version Approval tab do the same, appearing only once Enable Version Approval is ticked on the Features tab.

Switching a feature off hides it but deletes nothing. If you turn off the acknowledgement system, for example, the Acknowledgements menu and the acknowledgement panels on the document editor disappear. Turn off Edit Suggestions and the Edit Suggestions menu goes. Your configuration and data are kept, and they come back when you switch the feature on again. The Features tab is always where you bring a feature back.

Companion panels. Two tabs show an extra panel underneath that is not part of the settings form. Content Management has Manage Document Types and System Configuration has Maintenance. These panels have their own buttons and save straight away, so you don’t click Save Changes for them.

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Features tab

The Features tab opens first. It holds the on/off switches for the plugin’s optional capabilities. Once a switch is on and saved, some switches show a link underneath to the feature’s own screen (for example Configure, Manage acknowledgements, or Open moderation queue).

Enable Acknowledgement System Lets documents require staff acknowledgement. While it is off, the Acknowledgements menu and the acknowledgement panels on the document editor are hidden. Once it is on, its settings live on the Acknowledgements & Notifications tab, which the Configure link opens. A Manage acknowledgements link opens the Acknowledgements screen. See Acknowledgement System. Default: on

Enable Versioning Shows version information and the changelog on documents. While it is off, the version panel is hidden on documents. The Pending Approvals menu is also removed, unless versions are still waiting for a decision. The Configure link opens the Content Management tab, where the snapshot limit lives. See Version Control & Approvals. Default: on

Changelog Description Visibility Who can read the change descriptions in the Version History section of document pages. Choose All document viewers (including public), Logged-in users only (recommended) or Editors and Administrators only. Default: Logged-in users only

Enable Edit Suggestions Lets staff propose changes to documents without editing them. Turning it on adds a Suggest an Edit button to document pages for permitted users and an Edit Suggestions screen under Policy Management. The Open moderation queue link goes to that screen. See FAQs & Edit Suggestions. Default: off

Suggestion Roles by Document Type (Shown only while Enable Edit Suggestions is ticked.) A group of role checkboxes for each document type, choosing which roles may suggest edits on documents of that type. The Administrator role isn’t listed because administrators can always suggest. Until you tick a role for a type, only administrators can suggest edits on documents of that type. Documents with no document type are administrator-only too. If you have no document types yet, the field asks you to create some first. Default: no roles ticked

🔒 Pro feature — requires the Pro plugin.

With Pro active and licensed, this grid moves to the User Management tab and no longer appears here.

Enable Page Gating Locks selected WordPress pages until the visitor has acknowledged the policies you require. Tick it and save. A Page Gating screen then appears under Policy Management, where you choose which pages to gate. See Page Gating. Default: off

Show View Counts Shows the view count on document pages. Views are tracked whatever this is set to; the setting only controls whether the count is shown. Default: on

Exclude Acknowledgement-Required Documents from Popular When on, the Document Hub’s “Popular Documents” list leaves out documents that require acknowledgement. Default: off

Enable Regulatory Frameworks Adds a hierarchical Regulatory Frameworks classification to documents so you can map them to legal and compliance standards (for example RTO Standards or privacy law). Once it is on, a Framework CSV Import tool also appears under Policy Management → Tools. Default: off

🔒 Pro feature — requires the Pro plugin.

The curated framework library, control briefs and accreditation survey are Pro features. See Regulatory Frameworks (Pro).

Enable Version Approval Requires the document owner’s approval before a version change is published. This is the master switch, and its detail fields are on the Version Approval tab. You can’t turn it on until someone is able to approve. You need either at least one Approver User Role, or an owner title with a user assigned to it (both on the User Management tab). If neither exists, the save is refused with a message linking to User Management. Default: off

🔒 Pro feature — requires the Pro plugin.

AI features (Pro) — an information row saying whether the AI features are on, with a Configure AI features → link to the AI & Automation tab. The actual switch is on that tab.

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Content Management tab

Document Settings

Version Snapshot Limit How many previous snapshots of each document to keep for rollback and change comparison. Once a document has more, the oldest are removed automatically. Enter 0 to keep every snapshot. This limit does not affect acknowledgement records or the version history (changelog). Default: 20

Document Hub Root Page The page that shows your Document Hub, which is the page containing the

shortcode. The setup wizard creates one titled “Document Hub”. It is used as the root link in document breadcrumbs. Default: none selected (the setup wizard sets it)

Default Confidentiality Level The confidentiality level given to every newly imported or hand-created document. Choose Public, Internal Use, Restricted (recommended) or Confidential. Restricted and Confidential mark a document as sensitive: they limit who can view it, and the classification is stamped on its PDF exports. If you choose Public or Internal Use, the field shows a warning that new documents become visible at that level immediately, without per-document review. Default: Restricted

🔒 Pro feature — requires the Pro plugin.

With Pro, the field description also explains how the chosen level affects the AI features. See AI Features (Pro).

Frontend Document Meta Display

Frontend Document Meta Display A grid with one row per metadata field. For each row you choose:

• Visible To (Roles) — pick — All (including logged-out), — None (hidden from all), or one or more specific roles (Ctrl/Cmd-click to select several).
• PDF Export — include the field in exported PDFs.
• Document Hub — show the field in the Document Hub.
• Docs Portal () — show the field in documentation portals built with .

Each column has an All checkbox to tick or clear the whole column.

The rows are: Version, Effective from, Last version update, Version history, Last reviewed, Next review due, Review cycle, Owner, Status banner (superseded/archived), Regulatory frameworks, Related documents, Reading time and View count.

Default: every field visible to All, included in PDF Export and the Document Hub, and not shown in the Docs Portal.

Manage Document Types (panel below this tab)

This panel lets you add, rename or remove document types. These are the types that appear in the document editor, admin filters and shortcodes, and optionally as Document Hub tabs. The table lists each type’s Name, Slug, number of Documents, whether it has a Hub Tab, and whether it appears in the documentation portal.

To add a type, enter a Name and click Add Document Type. Two optional boxes are available:

• Also create a hub tab for this type — creates a matching parent category so the type shows as a tab in the Document Hub.
• Show in Document Hub () — documents of this type appear in documentation portals built with .

Changes in this panel save immediately. You don’t need to click Save Changes.

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Appearance tab

Brand Colours

Your brand colours are used in the Document Hub, PDF exports and notification emails.

Primary Brand Colour The main colour for links, buttons and accents on the front end, in PDFs and in emails. Default: #0073aa

Secondary Brand Colour Used for hover states, headings and darker accents. Choose a darker shade of the primary colour. Default: #005a87

Enable Dark Mode When on, the plugin’s front-end screens switch to dark styling for visitors whose device or browser is set to dark mode. Dark styles only apply when this setting is on and the visitor’s device is in dark mode. Test it with your theme, because some themes are not dark-mode-aware and may clash. Default: off

Frontend Theme

Frontend Theme The visual theme for the Document Hub and individual document pages. The Free plugin includes the Default theme. If you had picked a theme that is no longer available (for example because an add-on was deactivated), the field says so and the Default theme is used until the add-on is back. Default: Default

🔒 Pro feature — requires the Pro plugin.

Pro adds the Corporate (Pro) and Warm Professional (Pro) themes.

The organisation logo for PDFs is set on the PDF Export tab (PDF Header Image / Logo), not here.

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User Management tab

User Role Configuration

WordPress user roles control what people can do on the site. The owner titles on this tab are separate governance labels. Each one maps to a specific person who owns documents and approves changes.

Owner titles (governance roles) Define the owner titles that documents can be assigned to, for example “Policy Owner” or “Compliance Lead”. Add a row for each title. Enter a slug (lowercase and hyphenated, for example compliance-lead) and a display name (for example Compliance Lead). A row with only one of the two filled in is discarded when you save. Default: no titles

WordPress roles allowed to be owners Which WordPress roles can be assigned as document owners. Default: Administrator, Editor

Assign a user to each owner title Pick the WordPress user who fills each owner title. That person receives review reminders and version-approval emails for the documents they own, and is shown as the owner. Default: none assigned

Approver User Roles Which roles can approve document changes. Only users in these roles appear in the approver drop-down when you add a changelog entry. When version approval is on, a version change saved by someone in one of these roles is approved straight away. Without at least one approver role, or an owner title with an assigned user, you can’t turn version approval on. Default: none

🔒 Pro feature — requires the Pro plugin.

Suggestion Roles by Document Type (Pro) — with Pro active and licensed, the per-type edit-suggestion grid appears here instead of on the Features tab, and it is always visible. If no roles are ticked for a document type, only administrators can suggest edits on that type.

The default acknowledgement audience is set in the Setup Wizard, not on this tab. These are the roles a new acknowledgement-required document targets when you don’t choose any. Each document’s own audience always overrides it.

User Lists

Named lists of specific people, for example “Clinical staff plus three named project leads”. You can target these for acknowledgement alongside roles. This section lists your existing lists with their member counts, and Add New User List creates a new one.

Access Control Messages

The messages shown to someone who tries to open a document they can’t view.

Login Required Title — shown to logged-out visitors. Default: “Login Required”

Login Required Message — shown to logged-out visitors. Default: “This document requires you to be logged in to view it.”

Access Restricted Title — shown to logged-in users who are not in the document’s audience. Default: “Access Restricted”

Access Restricted Message — shown to logged-in users who are not in the document’s audience. Default: “You do not have permission to view this document. Please contact your administrator if you believe you should have access.”

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Acknowledgements & Notifications tab

This tab covers how staff acknowledge documents and which notification emails go out. The acknowledgement settings only take effect while Enable Acknowledgement System is on (Features tab). The tab has four sections: Acknowledgement Settings, Comprehension Gate, Reminders & Schedules and Email Subject Lines. Full detail on the acknowledgement workflow is in Acknowledgement System.

Acknowledgement Settings

Default Acknowledgement Period How many days an acknowledgement stays valid before the person must acknowledge again. Accepts 1–3650. This is the site default. Each document can set its own renewal period, an annual expiry date or a period schedule in its acknowledgement panel. Acknowledgements always expire, and there is no “never expires” value. Default: 365

Re-Acknowledgement Trigger Level The smallest version change that makes staff acknowledge a document again. Choose Major changes only (recommended), Minor and major changes or All changes (patch, minor, and major). Default: Major changes only

Allow Acknowledge on Behalf (Enable proxy acknowledgement by administrators) When on, administrators who can manage acknowledgements can record an acknowledgement on behalf of another user from the Acknowledgements screen. They must give a reason, which is kept on the audit trail. Default: off

Record IP Address with Acknowledgements Stores the person’s IP address with each acknowledgement, to help resolve disputes. Turn it off where capturing IP addresses needs explicit consent or is otherwise unwanted. Switching it off doesn’t change existing records; only acknowledgements made afterwards are stored without an IP. Default: on

Capture Read Time and Reading Reach Records how long each person spent on the document and how much of its content they actually viewed before acknowledging. The figures are stored on the acknowledgement record and included in the attestation export. Default: off

Show Users Their Reading Record While read-time capture is on, each person can see their own recorded reading time and reach in their acknowledgement history. Default: on

Acknowledgement Expiry Schedules Named period schedules, such as Semester or Trimester. Each schedule is a set of dates on which acknowledgements expire. A document can then choose Period schedule as its expiry type and pick one of these. Default: none

🔒 Pro feature — requires the Pro plugin.

These Pro fields appear after the Free fields in this section:

• Acknowledgement Webhook URL (Pro) — an HTTPS address that receives a signed notification for each event you enable. Leave it empty to turn all webhook traffic off. Default: empty

• Webhook Events (Pro) — tick the events to send: acknowledgement recorded, version approved, version rejected, document published. Each option lists the details its notification carries. Default: none ticked

• Webhook Signing Secret (Pro) — a key generated automatically for the receiving system to verify deliveries. Treat it like a password. If you regenerate it, receivers still using the old key stop verifying straight away.

  See Webhooks (Pro) for all three webhook fields.

• Minimum Reading Time (seconds) (Pro) — the Acknowledge button stays disabled until this many seconds have passed on the document. 0 records reading time without enforcing a minimum. Maximum 14400 (4 hours). Default: 0

• Minimum Reading Reach (%) (Pro) — the Acknowledge button stays disabled until the person has viewed at least this percentage of the document’s content. 0 records reach without enforcing a minimum. Maximum 100. Default: 0

With Pro, the two minimums and Show Users Their Reading Record are shown only while Capture Read Time and Reading Reach is ticked.

Comprehension Gate

Site-wide defaults for the comprehension quiz. You add the questions on each document, and each document can override the first two values.

Questions Per Attempt — how many questions are drawn from the document’s question pool for each attempt. Accepts 1–20. Default: 3

Passing Score (%) — the minimum percentage correct needed to pass. Accepts 1–100. Default: 80

Failed Attempt Limit — how many failed attempts are allowed before the person enters a cooldown and can’t retry. Accepts 1–10. Default: 3

Cooldown Period (hours) — how long a person must wait after using up their failed attempts. Accepts 1–168 (7 days). Default: 24

Reminders & Schedules

Enable Review Alerts Emails document owners when a document’s review is due or approaching. Default: on

Review reminder schedule (days before due) Comma-separated numbers of days before a document’s Next Review Date on which the owner is reminded. Leave it blank to stop these reminders. Default: 30, 7, 1

Review & reminder cadence by risk tier A table with one row per risk tier (Critical, High, Medium, Low) and three columns:

• Review cycle (days) — the suggested review interval (1–3650). When you give a document a risk rating, its Review Cycle is suggested from this column. You can override it on the document.
• Pre-due reminders (days before, comma-separated) — when reminder emails go out before an acknowledgement expires.
• Overdue repeat (days, 0 = off) — how often to keep reminding someone after their acknowledgement has expired (0–365). For example, 3 means a person who hasn’t re-acknowledged a Critical document is reminded every 3 days until they do.

Defaults: Critical — 182 days / 30, 14, 7, 1 / every 3 days · High — 365 / 30, 7, 1 / every 7 · Medium — 548 / 30, 7 / every 14 · Low — 730 / 14 / off.

Documents with no risk rating use the Individual document reminder schedule below instead and never get overdue repeats.

Individual document reminder schedule (days before due) Comma-separated numbers of days before an acknowledgement expires on which the person is reminded. This is the schedule for documents with no risk rating. Leave it blank to stop these reminders. Default: 30, 7, 1

Individual Reminder Body The body text of the individual reminder email. You can use these placeholders: {user_name}, {document_title}, {document_url}, {days_remaining}. Default: a short message greeting the person, naming the document and linking to it.

Annual Compliance Date An optional yearly compliance deadline, entered as month and day (MM-DD). In the lead-up to this date, people receive one combined reminder listing all their outstanding acknowledgements. Leave it empty to turn this off. Default: empty (off)

Compliance reminder schedule (days before due) Comma-separated numbers of days before the Annual Compliance Date on which the combined reminder is sent. Leave it blank to stop these reminders. Default: 30, 14, 7

🔒 Pro feature — requires the Pro plugin.

• Scheduled Compliance Report (Pro) — automatically emails a compliance summary. Choose Weekly (Monday) or Monthly (1st), or leave it Disabled. The summary counts overdue reviews, pending version approvals, acknowledgements expiring in the next 30 days, and people with outstanding acknowledgements. Default: Disabled
• Report Recipients (Pro) — the email addresses that receive the scheduled report, one per line. If this is empty, no report is sent. Default: empty
• Escalation Manager (Pro) — the one nominated compliance lead (for example your Quality Assurance Manager) who receives escalations about overdue acknowledgements. Critical-risk documents escalate to the document owner at 7 days overdue and to this person at 14 days. High-risk documents escalate to the owner at 14 days. The drop-down lists users who can manage acknowledgements. Choose — No escalation manager — to turn off the manager step. Default: none

Email Subject Lines

You can customise the subject line of each notification email. Each field shows its default as greyed-out placeholder text; leave a field blank to keep that default. Where it applies, {title} is replaced with the document title.

Email	Default subject
Acknowledgement Confirmation	Acknowledgement Confirmed: {title}
Acknowledgement Expiring Soon	Acknowledgement Expiring Soon: {title}
Acknowledgement Overdue	Acknowledgement Overdue: {title}
Document Review Due	Review Due: {title}
Version Approval Request	Version Approval Required: {title}
Version Rejected	Version Change Rejected: {title}
Re-acknowledgement Required	Updated Document Requires Acknowledgement: {title}
Consolidated Compliance Reminder	Action Required: Documents Awaiting Your Acknowledgement
Edit Suggestion Approved	Your Edit Suggestion Was Approved: {title}
Edit Suggestion Rejected	Your Edit Suggestion Was Not Accepted: {title}
Admin Acknowledgement Reminder	Reminder: Document Acknowledgement Required

🔒 Pro feature — requires the Pro plugin.

Pro adds a Compliance Digest Report subject (default “Compliance Report”) for the scheduled compliance report.

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Version Approval tab

This tab holds the version-approval workflow’s detail settings. The master switch, Enable Version Approval, is on the Features tab. With version approval on, a version change needs the document owner’s approval before the new version number is published, though administrators can override and approve directly.

If nobody is able to approve yet, the tab shows a Setting up version approvals checklist:

1. Define an owner title.
2. Assign a user to it on the User Management tab.
3. Come back and turn version approval on.

An approver role works just as well. See Version Control & Approvals.

Version Approval Workflow

Document Review Workflow Adds a review panel to the document editor so the assigned owner can formally record that the document has been reviewed and is still current, even when nothing needs to change. Each review moves the document’s Next Review Date forward by its Review Cycle, so the review reminders follow automatically. It works whether or not version approval is on. Default: off

The next three fields appear once Enable Version Approval is ticked on the Features tab:

Auto-Approve Owner Changes Version changes made by the document’s own owner are approved automatically, and no approval email is sent. Default: on

Email Notifications Emails the document owner when a version change needs their approval. Default: on

Approval Link Expiry (Days) How many days the approval link in that email stays valid. Accepts 1–365. Once the link expires, the version must be approved in the admin. Default: 30

🔒 Pro feature — requires the Pro plugin.

Multi-stage approval chains are set up per document in the Approval Chain panel on the document editor, not on this tab. See Multi-Stage Approval Workflow (Pro).

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Search tab

Search Settings

Public REST API Access (Allow anonymous access) This is off by default, which is the secure choice. While it is off, the plugin’s document, search and FAQ data services only answer logged-in users. Turn it on only for a public knowledge base where anyone should be able to read documents without signing in. Per-document visibility and confidentiality rules still apply, and anonymous requests are rate limited. It also affects logged-out visitors on long FAQ pages (see FAQs & Edit Suggestions). Default: off

Hide Documents From Guests (Hide from logged-out visitors) When on, logged-out visitors don’t see documents or FAQs at all in search results, feeds or listings, including ones marked Public. The whole item is removed from those lists, not just its title. A visitor who already has a document’s direct link can still open it, so this setting controls whether guests can find a document, not whether they can open one. Use it when a title alone could be sensitive (for example “Redundancy Consultation Procedure”) even though the content is meant to be public. Default: off

Excerpt Length How many words appear in search result excerpts. Accepts 5–100. Default: 30

Title Only Results Shows only document titles in search results, with no excerpts. Default: off

Fuzzy Match When there are no exact results, tries approximate matching on individual words. This is built in and needs no AI. Default: on

Did You Mean Suggestions Shows “Did you mean…” suggestions when there are few results. This is built in and needs no AI. Default: on

Suggest From Search History Lets “Did you mean…” draw suggestions from what other people on this site have searched for. A phrase is only offered once several people have searched for it, but it is still other people’s typed text. Turn this off if your library covers sensitive matters such as grievances or health. Default: on

Search logging, and how long search logs are kept, are on the System Configuration tab.

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AI & Automation tab (Pro)

🔒 Pro feature — requires the Pro plugin.

This tab appears only with an active Pro licence. Usage & Limits and AI Content Privacy are always expanded. The other sections are collapsible panels. Every setting is explained in AI Features (Pro). Summary in screen order:

Usage & Limits

• Enable AI features — the master switch for FAQ generation, document summaries, Smart Search intent, related-document suggestions and comprehension-question generation. While it is off, those features stay inactive even if their own switches are on. Default: off
• Daily API Limit — maximum AI calls per day for the whole site. It shows today’s usage. Default: 100
• Per-User Daily API Limit — maximum AI calls one person can trigger per day. 0 means no per-person cap. Default: 50
• Require Consent — shows a confirmation explaining that document content will be sent to the AI provider before FAQs are generated. Default: on
• Prompt Caching — Anthropic prompt caching, which makes repeated batch calls cheaper. Default: on
• Vision Extraction Model — the model used to read imported PDFs whose text couldn’t be extracted. Vision calls cost noticeably more than text calls.

AI Content Privacy

• Block External AI by Confidentiality — documents at the ticked levels are refused by every AI feature. Confidential is always blocked and can’t be unticked. Default: Confidential and Restricted
• Allow AI audit on restricted documents — shown only when Regulatory Frameworks is on. Lets the AI compliance audit run on Restricted documents.

AI API Configuration — OpenAI API Key, Anthropic API Key and Default AI Model. The provider is worked out from the model you choose. A saved key is never shown again. The field says “Key on file: yes”, and leaving it blank keeps the existing key.

FAQ Generation — FAQs per Document (1–20, default 5), Auto-publish FAQs (default off, so generated FAQs are created as drafts), Dedup Catalogue Size (default 100), Inherit Audience (default on) and AI Document Summaries (default on).

Smart Search — AI Search Intent (default off) and Search Intent Model (default: the main model).

Related Documents — Related Documents Model, Relevance Thresholds (high 80, medium 60) and Max Suggestions (1–10, default 5).

Document Interlinking — Auto-Interlinking (default off), AI-Assisted Interlinking (default off) and Interlinking Model.

Framework AI — Models & Cost Guards — shown only when Regulatory Frameworks is on. It sets the models and per-run cost limits for framework classification, brief generation and compliance audits. See Regulatory Frameworks (Pro).

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System Configuration tab

Post Types & Taxonomies

These names are used in your site’s web addresses and database. Change them only if you understand the consequences, for example if another plugin already uses the same name. If you save a field empty, it goes back to its default.

Document Post Type — the content type used for documents. Default: document

FAQ Post Type — the content type used for FAQs. Default: faq

Document Type Taxonomy — the classification used for document types (Policy, Procedure and so on). Default: document_type

Document Category Taxonomy — the classification used for document categories. Default: document_category

Email Settings

From Name — the sender name on notification emails. Default: your site title

From Email — the sender address on notification emails. Use a real, monitored mailbox, because staff may reply to reminders. Default: your site’s administration email address

Analytics & Data Retention

This section sets what the analytics reports count, how long search and view logs are kept, and how much identifying information they record. See Analytics & Search Data.

Enable Search Logging Logs search queries for the Analytics screen, showing what staff search for and which searches return nothing. While it is on, a View search analytics link appears. Default: on

Exclude Roles from Analytics Searches and views by the selected roles are left out of the analytics reports. The data is still logged; it just isn’t counted in the dashboards. Default: none

Search Log Retention Days to keep search log entries before automatic cleanup. Accepts 0–3650, where 0 keeps them indefinitely. Default: 90

View Log Retention Days to keep document view log entries before automatic cleanup. Accepts 0–3650, where 0 keeps them indefinitely. Default: 90

Track View User Identity When on, view logs record who viewed each document, so the reports can count unique visitors, and the Document Hub’s “Recently Viewed” panel becomes available to logged-in users. When off, views are logged anonymously (role only) and “Recently Viewed” stays hidden. Default: off

Track PDF Downloads Logs PDF downloads for analytics, shown as their own card on the Analytics screen. Turn it on only if your privacy policy covers download tracking. Default: off

Other records are cleaned up automatically once a week, on a fixed schedule that has no setting on this screen:

• acknowledgement records older than 7 years
• edit suggestions older than 2 years
• FAQ and document feedback older than 1 year
• PDF download logs older than 90 days

See Privacy & Data Management.

Uninstall Behaviour

By default, deleting the plugin removes only the plugin’s code, and all your data is kept. WordPress doesn’t let plugins ask you anything at delete time, so you make the choice here in advance. Two opt-in checkboxes control what is wiped when you delete the plugin via Plugins → Delete. Both are off by default.

Remove content & data on uninstall Permanently deletes all documents and FAQs along with:

• version snapshots
• acknowledgement records
• search, view and download logs
• the plugin’s taxonomy terms

It also removes the plugin’s database tables. This destroys the acknowledgement evidence trail and cannot be undone, so export anything you need first. Default: off

Remove configuration & capabilities on uninstall Deletes all plugin settings, brand colours and scheduled tasks. It also removes the plugin’s permissions from every role and deletes the plugin’s Compliance Auditor role. Leave it off if you might reinstall. Default: off

🔒 Pro feature — requires the Pro plugin.

Remove Pro data on uninstall (Pro) (Enable Pro data removal on uninstall) — when Pro is deleted, also deletes Pro-only data. That covers AI summaries, approval-chain state, waiver records, interlinking suggestions and the framework reference corpus. It doesn’t remove the shared tables, which the two checkboxes above control. Default: off

Warning: uninstall cleanup is permanent. There is no second confirmation at delete time, so whatever you have saved here is what happens.

Maintenance (panel below this tab)

• Data Management — permanently deletes Search Logs, View Logs, Download Logs or All Analytics Data. Choose what to delete, tick I understand this permanently deletes the selected logs., then click Purge Data and confirm. Acknowledgement records are not affected.
• Version Repair — use this if document version numbers look wrong, for example showing 1.0 when the changelog has a higher version. Repair Version Sync resets every document’s version number to its latest changelog entry, and the result message says how many documents were corrected.

To back up your settings or move them to another site, use Policy Management → Tools → Settings Backup / Restore.

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PDF Export tab

See Compliance Reporting & Exports for how PDFs are produced.

PDF Export Settings

PDF Template The layout for exported document PDFs, shown as picture cards. Each card has a Preview PDF link. The Free plugin includes Dantian Policy Management Default. It has a header band carrying your logo, brand colour and organisation name, plus a footer with your regulatory identifier and the document’s confidentiality level. Default: Dantian Policy Management Default

🔒 Pro feature — requires the Pro plugin.

Pro adds the Corporate Classic, Minimal Modern, Bold Sidebar, Warm Professional and Clean Government templates. If you later deactivate Pro, exports go back to the default template.

PDF Header Image / Logo The logo shown in the PDF header and on the cover page. PNG or JPG, ideally no more than 300 px wide. Leave it empty to use the site logo from your theme. Default: empty (site logo)

PDF Header Text Text shown in the PDF header. Basic formatting is allowed. Default: empty

PDF Cover Page (Add a cover page to exported documents) Each exported PDF starts with a cover page showing the logo, document type, title, metadata and the boilerplate statement. Default: off

Cover Page Boilerplate Statement Text printed at the foot of the cover page, for example a controlled-copy notice. Use {org_name} to insert your Organisation Legal Name. Default: empty

PDF Footer Content (Documents) The footer for document PDFs. You can use these placeholders: {title}, {version}, {date}, {site}, {page}, {pages}. Default: empty (the template’s own footer is used)

Version History in PDF Choose Full history — include all changelog entries or Current version only — most recent changelog entry. Default: Full history

🔒 Pro feature — requires the Pro plugin.

PDF Footer Content (Acknowledgement Certificates) (Pro) — the footer for acknowledgement certificate PDFs. You can use these placeholders: {title}, {site}, {date}, {user}. Default: empty

Organisation

Organisation Legal Name — your full legal name, used in PDF footers and cover pages. It may differ from your site or brand name. Default: empty

Regulatory Identifier Label — the label for your regulatory identifier, for example “RTO Code”, “ABN” or “NDIS Registration No.”. Leave it blank to hide the identifier. Default: empty

Regulatory Identifier Value — your identifier, for example “90123”. It is also used as the organisation code in exported file names. Default: empty

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Upgrade / Licence tab

In the Free plugin this tab is labelled Upgrade. It explains what the Pro add-on adds and has a See what Pro unlocks button. When Pro is active, the tab is labelled Licence. It confirms that Pro is active and shows the Pro licence panel, where you manage your licence key. There are no other settings on this tab, and the Save Changes button is hidden while it is open.

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Troubleshooting

“Configure at least one approver role or document owner before enabling version approval.” Nobody can approve yet. Go to User Management. Either tick an Approver User Role, or add an owner title and assign a user to it. Click Save Changes first, then return to Features, tick Enable Version Approval and save again. If you set up the approver and switch approval on in a single save, the approver may not be recorded yet when the switch is checked.

A field I expected isn’t on the screen. Some fields only appear while their parent switch is ticked. For example, Suggestion Roles needs Enable Edit Suggestions, and the version-approval fields need Enable Version Approval. Tick the switch; you may need to save before the related screen appears. With Pro, the edit-suggestion role grid is on User Management, not Features.

My changes on one tab were lost. All tabs share one form, so click Save Changes before leaving the page. The two companion panels, Manage Document Types and Maintenance, are the exception: they save on their own buttons.

Pro settings are missing although Pro is installed. Pro’s extra fields and the AI & Automation tab only appear while your Pro licence is active. Check the Licence tab.