Publishing content

Your Compliance Portal is a curated view of your organization’s compliance program. Creating or updating a record elsewhere in Probo does not automatically expose it: you choose what appears on each portal.

This guide covers frameworks, references, documents, audits, and files. Commitments and subprocessors have dedicated publishing guides.

Choose the right content type

Use the source that best represents the information you want to share:

• Frameworks highlight standards and regulations in your compliance program. They do not include evidence or an audit report.
• References display approved customer or partner logos as trust signals.
• Commitments explain your security and privacy practices in your own words. See Commitments.
• Documents publish the latest approved version of content managed in Probo, such as policies and procedures.
• Audits share an audit entry and its report.
• Files publish standalone material that is not maintained in document management, such as a security brief or completed questionnaire.

Prefer Documents for material that requires versioning and approval in Probo. Use Files for supplemental material that only needs to be uploaded and shared through the portal.

Understand visibility

Documents, audits, and files can require different levels of access:

• Public — anyone who visits the portal can open the resource.
• Restricted — the resource is listed, but a visitor must sign in, request access, and receive approval before opening it.
• Not published — the resource does not appear to visitors. This option is available for portal files.

Documents and audits have a separate Displayed control. Selecting it adds the resource to the portal as Restricted by default. Clearing it removes the resource from that portal without deleting the source document or audit from Probo.

Frameworks, references, and commitments are public when you add them to a portal; they do not have a Restricted setting.

Publish frameworks

Frameworks give visitors a quick view of your compliance coverage.

1. Open the portal’s Overview tab.
2. Under Compliance frameworks, select each framework you want to display.
3. Select a highlighted framework again to remove it from the portal.

Only use a framework card to communicate scope at a high level. Publish a certification, attestation, or other supporting evidence as a document or audit report, with the appropriate visibility.

Add references

References can showcase customers, partners, or other organizations that support your credibility.

1. Open References and select Add reference.
2. Enter the organization’s name and website URL.
3. Upload its logo and add an optional description.
4. Save the reference.
5. Drag references into the order in which they should appear.

Obtain permission before publishing another organization’s name, logo, or endorsement. Removing a reference from one portal does not affect references on another portal.

Publish managed documents

The Documents tab lists active documents that have at least one published version. Draft-only, inactive, or archived documents are not available to add.

For each document you want to share:

1. Confirm the correct version is published in Document Management.
2. Open the portal’s Documents tab.
3. Select Displayed next to the document. It is added as Restricted.
4. Keep Restricted or change the visibility to Public.
5. Use the public portal to verify the title, document type, and access behavior.

The portal follows the document’s latest published version. Publishing a newer version therefore changes what portal visitors receive; it does not require you to add the document again. Complete approval and redaction before publishing a replacement version.

If a document does not appear in the list, check that it is active and has a published version.

Publish audits and reports

The Audits tab lists audits from the organization, including their framework, name, validity date, and state.

1. Locate the audit you want to share.
2. Review its state, validity date, scope, and attached report.
3. Select Displayed. The audit is added as Restricted.
4. Keep Restricted or change the visibility to Public.
5. Verify the audit entry and report from the public portal.

Do not make a report public solely because the audit is complete. Reports can contain findings, testing details, customer names, or scope information intended only for qualified recipients.

Upload standalone files

Use Files when the content is not managed as a versioned Probo document.

1. Open Files and select Add file.
2. Upload one supported document, spreadsheet, presentation, text, image, or data file. The maximum file size is 10 MB.
3. Enter the visitor-facing name and category.
4. Choose Not published, Restricted, or Public.
5. Select Add file, then verify it from the portal.

Choose Not published to stage a file before release. You can later change its visibility without uploading it again. To replace the underlying file, delete the existing portal file and upload the replacement.

Review before release

Before making content available:

• Open every document and file; do not rely on its filename or title.
• Remove secrets, personal data, internal comments, hidden spreadsheet tabs, and unsupported claims.
• Confirm that links, validity dates, and published versions are current.
• Check that you have permission to publish third-party names, logos, and reports.
• Use Restricted when a requester’s identity or business need should be reviewed.
• Test public resources while signed out.
• Test restricted resources with a visitor account, including the request and approval flow.

For access approvals, revocation, and NDA requirements, see Visitor access and NDA.