Automate policy management to keep information up-to-date
- Robert Alexander Marshall
USE CASE
Automating the review and approval process to manage the lifecycle of your policies and procedures can ensure that critical documents stay fresh and up-to-date. This helps reduce the chance of accidents, compliance violations, and other problems.
You can use a workflow to set expiration dates to notify you when it is time to review and update your documents to ensure that your policies and procedures are up-to-date, consistent, and secure.
What are the ways teams benefit?
Maintain consistency across your organization so that employees work from up-to-date versions of documents, reducing the risk of misunderstandings or outdated practices.
Protect sensitive information from unauthorized access or data breaches with security measures such as access restrictions and encryption available with document management.
Continuously improve company policies and procedures by conducting regular document reviews for relevance and practicality, tracking changes, and providing access to previous versions for internal and external audits.
Document lifecycles
Document management is not just a matter of convenience; it's a critical element of effective governance, risk management, and compliance. It ensures that employees have access to the correct information at the right time in a secure and organized manner, ultimately contributing to the success and longevity of a company.
With Comala Document Management, you can define document lifecycles that reflect the stages of your service and process designs.
You can define specific workflow milestones and permissions for each stage, ensuring only authorized users can access and modify the documents.
For example, you might have a proposal stage, a project plan stage, a development stage, and a testing stage. If publishing a policy or practice guide, you can prevent these from becoming stale by setting a period after which an “out-of-date” review is required.
Workflow for keeping info up-to-date - onboarding workflow
The Onboarding use case Automate policy management to keep information up-to-date includes a link to apply the following workflow to all the pages in a space.
The Workflow for keeping info up-to-date ensures that information remains current by managing documents through a structured process. It is ideal for maintaining up-to-date information with flexible expiration settings.
Documents transition through five states:
Draft
Review
Approved
Rejected
Obsolete
Approved documents automatically transition to the Obsolete state after a default expiration period, which is modifiable. Notifications are sent to the creator, watchers, and last updater at each significant workflow state change.
You can also use the Onboarding Get Started feature to apply the introductory Get Started - Quick Approval workflow to explore the review and approval of a document using a Comala Document Management workflow.
Reporting
In-app tools track workflow document activity on pages with an applied workflow
across pages in a space using the Document Report
for an individual page using the Document Activity report
Configurable page reporting macros can be added to pages to create custom dashboards for your teams
Appfire blog
Check out customer stories, resources, and case studies in the Appfire blog: