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Toolkit FAQs

I’m thinking about purchasing a toolkit

What is a documentation toolkit?

Most management system, compliance and certification projects require documented policies, procedures and work instructions.

A documentation toolkit is a collection of customisable templates that have been written by industry experts to help you produce the documentation that meets the requirements of your chosen management system standard or compliance project.

Why would I want a documentation toolkit?

Our documentation toolkits are designed to minimise the time and money that an organisation spends writing and developing the documents themselves.

What format are the files in?

DocumentKits

These toolkits are accessible via our online platform, within which you can view and customise the templates in line with your organisation’s policies, processes and procedures. Tools and documentation dashboards, where provided, will be in downloadable Excel format, and guidance documents are provided as downloadable PDFs. The toolkit documents can be downloaded in PDF format once you have customised them.

Microsoft office
These documentation toolkits are compatible with the Windows versions of Office 2016, 2013 and 2010. If you use one of these Office versions on a Mac, or are using an older version of Office, please contact us.

Will it work in my organisation?

Our documentation toolkits are suitable for organisations of any type or size, whether they are in the public or private sector, and contain the necessary documentation templates and tools for your compliance project. While some document templates may not initially be relevant within the scope of your project, they may prove valuable over time as your business improves and grows.

How can I purchase the documentation toolkit?

You can purchase a documentation toolkit from our online shop using our secure payment platform, or if you’d prefer to speak to someone, you can contact us here. We are ISO 27001-certified and PCI-compliant.

Toolkits available in the DocumentKits platform are available as an annual subscription with an initial first year charge, followed by a recurring annual fee on the anniversary of purchase. Please refer to the product page of the toolkit(s) you are interested in for the specific pricing.

Is the toolkit a software product that I need to install?

DocumentKits

No, you will not need to install anything. The toolkit is accessible via DocumentKits, our online platform, which runs in a web browser.

Microsoft office

No, it is not a software product that you need to install. However, the documents use a certified macro that enables you to set document classification levels and to quickly fill in certain repetitive fields throughout the documentation templates, such as your company logo, name and address. Our code has a signed certificate verifying that we are the publishers.

How will I receive the documents?

DocumentKits

When purchasing a DocumentKits toolkit you will need to enter your company name. Once the transaction is completed, you will receive an email with your username and temporary password, with details on how to access the online platform. If you already have a DocumentKits account, your new toolkit will appear in your existing account so long as you use the same company name.

Microsoft office

All Microsoft office toolkits are electronically fulfilled and you will receive your sales receipt and download instructions via email immediately after you have completed the purchase.

Are the toolkits fit to use ‘straight out of the box’?

The toolkits are not an out-of-the-box solution; depending on your implementation project, you will need to add details to the templates that match what your company does and what it should be doing. Compliance, management system and certification projects are complex and require a lot more work than just documentation, so this should be considered when purchasing a toolkit.

Our toolkits provide a framework for documenting your compliance with standards and regulations, with content and guidance written by experts. You will need to ensure the templates are edited to truly reflect the nature of your business and the environment within which it operates.

Can I edit the documentation for my organisation?

Yes – please do! Our toolkits contain editable areas where you are prompted to customise the information according to your organisation’s own policies, procedures and records.

Can I speak to someone about my organisation’s requirements before I purchase?

Absolutely. You can speak to our friendly team and they will help you to define your project. You can email us at support@itgovernancepublishing.co.uk, or call us on +44 (0)333 666 9000

Do you offer support for your toolkits?

We provide an unlimited drafting support service. This entails help setting up your account, adding contributors and customising the templates. Our support service does not extend to consultancy and implementation advice.

Do you offer refunds and returns?

As documentation toolkits cannot be physically returned, we are unable to offer refunds.

For more information, please see our terms and conditions. If you have any concerns, please contact us at support@itgovernancepublishing.co.uk.

I’ve purchased a toolkit and I need a bit more help…

Where is my toolkit?

DocumentKits

The toolkit is located within our online DocumentKits platform, which is accessible using your web browser. This platform ensures secure storage and automatic updating of your toolkit(s) when required. You do not need to download or install anything on your computer. If you have not received your welcome email after purchase, then please contact us at team@itgovernancepublishing.co.uk with your order details.

Microsoft office

You should have received an email after purchase containing a download link to retrieve your toolkit. If you have not received this email, or you are unable to download the toolkit, then please contact us with your order details

Why do the files have document references?

Many project implementers use the documentation templates alongside a copy of the relevant standard. We assign our document references based on an abbreviated prefix (typically the specific management system standard or legislation, e.g. ISMS), a reference to the document type (document or record) and a numerical identifier (correlating to the clause or requirement within the standard). Referencing them like this means you can easily navigate your way around the toolkit and validate your progress against the standard.

Can I rename the files in my toolkit?

DocumentKits

It is not possible to rename the files within the DocumentKits platform. However, you can export the documents as PDFs, enabling you to rename them so they are in line with your organisation’s style or business management system.

Microsoft office

We recommend that you don’t rename the files until you are familiar with the toolkit and templates. Renaming the documents will break the internal hyperlinks within the documents, and those links can be valuable when you are starting out on your implementation project.

Once you have identified which documents you need for your implementation project, you can export them to a separate folder and rename them so they are in line with your organisation’s style or business management system (BMS).

Am I due an upgrade?

DocumentKits

For as long as you continue with your subscription, updates will appear automatically within your DocumentKits account.

Microsoft office

We try to ensure all relevant updates are sent out to customers who are still within 12 months of purchase. If you are unsure whether you are entitled to an upgrade or update, or whether you were sent the correct files, contact us here with your customer receipt number or invoice number. We will check for you and get any updates sent out to you as soon as possible.

Will the macros work on my Mac or older versions of Word?

No, the macros we have created do not work under these versions. The macros allow you to populate relevant fields in the documentation with your business details. The issue between the two versions of Office (running on Windows vs running on Mac) is that the Office VBA module and content controls supported on Windows PC are not supported by Office on Mac, and our templates have been built in a Windows Office environment using such features.

The toolkit will still function on a Mac or with older versions of Office, but repetitive fields that would have been completed by the macro will not be populated and will have to be completed manually.

If you have a Mac or an older version of Word, please contact us and we can send you the relevant toolkit. Please email us at support@itgovernancepublishing.co.uk or call +44 (0)333 666 9000.

Can we use the toolkit for multiple companies?

Our copyright notice does not allow for this. You can only use the toolkits once per organisation. If you require more than one toolkit, we do offer a distributor’s discount. Please contact us at support@itgovernancepublishing.co.uk or call +44 (0)333 666 9000 for further information.

Can I see more sample documents before purchasing?

We would be more than happy to help with that. Please contact us at support@itgovernancepublishing.co.uk with the document that you would like to view. All documents can be found in the contents list.

Can I speak to someone if I have any queries?

Absolutely. You can speak to our friendly team who are always happy to help. You can contact them at support@itgovernancepublishing.co.uk or call +44 (0)333 666 9000.

Common issues with macro-enabled documents

My toolkit is flagged as having malware. Is it safe to download?

Yes, all our toolkits are free of any malware. We are aware of an issue, especially with Microsoft Defender, where our toolkits are flagging up as malware. This is a false positive caused by the macros within the toolkit. We are working with Microsoft to resolve this issue.

I’ve downloaded the file – how do I extract and access the files?

The files are provided in a compressed folder, so you will need to extract the files to a location on your computer. Opening the templates without extracting them first will open them in read-only mode, so you won’t be able to start working effectively.
To extract your files, follow these steps:
Save the zip file to your desktop by right-clicking the attachment in your email. Click ‘Save As’ and select ‘Desktop’
Once the file has transferred to your desktop, right-click the zip file and select ‘Extract All’
Choose the location where you want to extract the files (this will usually already have identified the same location as the zip folder)
Tick the box that says ‘Show Extracted Files’
Click ‘Extract’

What do I do once I’ve extracted the toolkit?

Familiarise yourself with the QuickStartGuide and Guidelines documents – these are in the toolkit’s root folder.

Why doesn’t the document autofill on my Mac?

The content controls (fields) used in the toolkit documents are not yet supported on Macs – if you are unsure if you have been sent the correct version of the toolkit, please let us know. The Office VBA module and content controls supported on Windows PC are not supported by Office on Mac, and our templates have been built in a Windows Office environment using such features.

How do I report an issue with the toolkit?

Please email us with details of the issue(s) you are experiencing (any screenshots of errors are helpful) at support@itgovernancepublishing.co.ukalong with details of the toolkit you purchased. We work on these as a priority and will do our best to provide a fix or solution.

 

Run-time error ‘6222’

Error 6222


This is usually caused by a stray comma at the end of the last document classification entry. You’ll need to remove these and resave the UserInput.xlsx file. You should no longer receive the run-time error message when opening the toolkit’s Word files.


Run-time error ‘52’

Error 52


It’s likely the file path for your logo is wrapped in quotation marks or inverted commas. Try removing these in the UserInput sheet and this should start working again. 

 

You might be requested to enter a password

Password Error

This error usually occurs when pasting information into a cell on the UserInput sheet (in this case the logo URL). The pasting has changed the format and locked the cell. To prevent this error occurring, you need to paste the information into the formula bar at the top of the spreadsheet rather than directly into the cell.


Run-time error ’53’


Error 53

This error usually appears when the toolkit has been saved in a shared location. The UserInput sheet does not work in shared locations such as OneDrive because they use temporary file paths whereas the UserInput sheet code/macro uses fixed file paths. If you want to benefit from the functionality and import the toolkit into OneDrive, please see the information under “Shared locations” below.

Shared Locations

UserInput sheet

The UserInput sheet doesn’t work in shared locations because they use temporary file paths – the UserInput sheet code/macro relies on fixed file paths (like hyperlinks), whereas when a document/file is downloaded from a shared drive it uses temporary locations. 

If you want to benefit from the UserInput sheets’ functionality and import the toolkit into an online environment, take the following steps:

1. Make the UserInput amendments on your desktop/local drive. 

2. Once you are happy with the import from the UserInput, save all the toolkit files as .docx/.xslx as opposed to .docm/.xlsm ready for uploading to the online environment. Do this by going to ‘Save As’ and from the ‘Save As type’ field, select Word Document (.docx) – see screenshot below.

Save Error


3. There will then be two versions (it won’t overwrite the .docm file) of the document and you will be able to archive the UserInput sheet and the .docm/.xlsm files – to retain an ‘original’ copy – and upload the files that are .docx or .xslx to SharePoint or another online environment. 

Uploading the macro-enabled documents to an online version of Office

To save ‘Online Ready’ files from the macro-enabled file (This can be SharePoint, Google Docs, 365, etc.):

1. Set up the templates using the UserInput sheet and edit the content of the documents to ensure they are a true reflection of your organisation’s environment.
2. Create a folder within the working toolkit called ‘Online Ready’ – here you will store templates that will eventually go onto your CMS 
3. From within the Word document (for example, GDPR DOC 1.0) Go to ‘File’.
4. Select ‘Save As’.
5. From the list of recent folders (on the right-hand side of the panel) select ‘Online Ready’ (that will be within your GDPR Toolkit folder).

Note: You can change the filename of the document (for example: Data Protection Policy) at this stage if you prefer, but once you’ve done this the hyperlinks will no longer click through to other documents.

6. From the drop-down field ‘Save As type’ select ‘Word Document’ (not Word 97-2003 Document).
7. Click ‘Save’.
8. In your Online Ready folder, you will now have files that are ready to share with the organisation (via SharePoint, other CMS Intranet, etc.).

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