Manage legal documents on the Admin Portal

Last updated on November 19, 2024

Overview

This guide walks you through how to create, update, and publish legal documents on the AccelByte Gaming Services (AGS) Admin Portal.

Prerequisites

Access to the AGS Admin Portal with the following permissions:

Usage	Permission Tag	Action
Legal document management	ADMIN:NAMESPACE:{namespace}:LEGAL	Create, Update, Read, and Delete

Manage documents

This section walks you through how to manage legal documents in the AGS Admin Portal.

Create a legal document

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, click the + Create Document button. The Create Document form appears.

3. On the form, fill in the required fields:

   • Document Name: Type in a name for the legal document. Only letters and spaces are allowed.

   • Document Type:

     • Choose Legal Document to create Privacy Policies or Terms and Conditions.
     • Choose Marketing Preference to create a marketing material, such as the option for players to sign up for a newsletter.

   • Country: Select the countries that you want this document to be applicable to. The first country that you choose will be the default country, so the documents uploaded later for this country will also apply to all countries that do not have their own policies.

     important

     Countries can't be modified after the legal document is created. Make sure your country selections during this step are correct before submitting the form.

   • Tags (Optional): Add tags to classify the document.

   • Clients (Optional): Select the client this legal document will be applied to. In the publisher namespace, this could be the Player Portal or the Launcher, whereas in the game namespace this could be Steam, PSN, or other platforms. If left blank, the legal document will not appear in any platform.

     tip

     You can add additional clients to the legal document after it's created.

   • Visibility: choose whether to set the legal document to Active or Inactive on your legal website.

     • Active: Displays the legal document on the website, making it visible and accessible to all users.
     • Inactive: Hides the legal document from the website, making all mandatory policies within it optional. The document will still be accessible to players through the game client and their legal agreement history. For example, this setting is useful for making a game Non-disclosure Agreement (NDA) available only to invited players, who can access and sign it before starting closed testing.

   • Description: Input a description of the document.

4. When you're finished, click the Create button. The new document will be added to the Legal Documents list.

Edit a legal document

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, you can see a list of all existing legal documents. Choose the document you want to update and click Update in the Action column next to it.

3. In the Update Document form that appears, make the desired changes. If necessary, use the previous section for help filling out the fields.

4. Once completed, click the Edit button. The document will be updated.

Delete a legal document

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, you can see a list of all existing legal documents. Choose the document you want to delete and click Delete in the Action column next to it.

3. Click the Confirm button. The document will be deleted.

Create a policy

After creating a legal document, you can create a country-specific policy to hold special versions of that document that are for specific countries or a group policy for multiple countries. The countries that were entered when a legal document was created or edited will be listed as countries that require a specific version of that document. To add a new country-specific or group policy to that list, follow the steps below.

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, you can see a list of all existing legal documents. Choose the document to which you want to add a policy and click the name in the Document Name column of it.

3. On the Legal Document Details page, you can see detailed information about the selected legal document and the list of country-specific & group policies related to that document. To create a new policy, click the + Create Policy button.

4. On the Policy Creation form that appears, fill in the required fields:

   • Policy Type:
     • Choose Country-Specific to create a policy for a single specific country.
       • Country: to select the one country that you want this policy to be applicable to.
     • Choose Group to create a policy for multiple countries.
       • Group Name to name your country group, for example: North America, Europe.
       • Country to select the countries that you want this policy to be applicable to. You can choose more than 1 country and countries that have already been selected in other policies will not appear in the options.

   You'll be redirected to the policy page that you just created.

5. To set this policy as the default, click the Set as Default button.

6. If you want to require players to accept this policy before continuing to use the platform, select the Mandatory Update checkbox.

Manage policy versions of legal documents

This section walks you through how to create and update policy versions of legal documents in the AGS Admin Portal.

Create a new version of a document

After creating a policy, you can add a new version of that document anytime it's revised. To create a new version of a document, follow the steps:

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page you can see a list of all existing legal documents. Choose the document to which you want to add a new version and click View in the Action column next to it.

3. On the Legal Document Details page, you can see detailed information about the selected legal document and the list of policies related to that document. To create a new version of a policy, click View in the Action column next to the policy you want to add a version to.

4. On the Policy Details page of the policy you chose, you can see information about the policy and its existing versions. To create a new version of the document, click the + Create a Version button.

5. On the Create Version form that appears, enter a name for the new version in the Version Name field.

6. Click the Create button. The new document version will be created.

7. To add content to a document version, click View in the Action column of that version.

8. On the Version Details page, you can see detailed information about the selected document version. To add content to this version, click the Create New button.

9. On the Create Locale form that appears, choose the language the document is in from the Locale dropdown. Then, click the Browse button to find the document on your computer and upload it. The file should be a .md or .html file.

10. Click the Create button. The selected file will be uploaded.

Edit a document version

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, you can see a list of all existing legal documents. Choose the document to which you want to add a new version and click View in the Action column next to it.

3. On the Legal Document Details page, you can see detailed information about the selected legal document and the list of policies related to that document. Click View in the Action column next to the policy that contains the version of the document you want to edit.

4. On the Policy Details page of the policy you chose, you can see information about the policy and its existing versions. To edit a version, click View in the Action column of that version.

5. On the Version Details page, use the text editor on the left side of the page to make your edits. The text box on the right side shows you how your changes will look after they're published.

6. Once completed, click Save.

Publish a policy version

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, find the legal document you want to update and click on its name to open its details page.

3. On the details page of the document, scroll down to the Policy section.

4. From the list of the document's policies, find the policy you want to update and click its View option. The policy's details page appears.

5. In the Versions section, find the version you want to publish. Click on its ellipsis menu and click PUBLISH.

6. On the confirmation message, type PUBLISH and select the Notify users checkbox if you want to notify players about the policy update via email.

7. Click the Publish button. The new version is published.

Delete a document version

1. On the Admin Portal sidebar, go to Game Setup > Legal Agreements > Legal Documents.

2. On the Legal Documents page, you can see a list of all existing legal documents. Choose the document to which you want to delete a version and click View in the Action column next to it.

3. On the Legal Document Details page, you can see detailed information about the selected legal document and the list of policies related to that document. Click View in the Action column next to the policy that contains the version of the document you want to delete.

4. On the Policy Details page of the policy you chose, you can see information about the policy and its existing versions. To delete a version, click Delete in the Action column of that version.

5. Click the Confirm button. The version will be deleted.