You can upload your standard operating procedures (SOP) documents and assign them as readings for a user. This is great for getting new users up to speed in an organized way.
Once a user is assigned a reading, they read the document and sign off on it to indicate they have read and understand it.
Note: If the document doesn't need to be assigned as a reading, upload it as a business operation document instead.
In this article:
Uploading an SOP Document
Go to Documents > SOP Training, then click Upload SOP.
In the modal that appears, you can either click Upload File or drag the file from your file system into the Upload field. PDFs and image files are accepted.
If the file uploads successfully, it will be listed. To change the filed, click the x button and choose another file.
Click NEXT, then enter the required information about the document:
Name: The name of the document as it will appear to users.
Department: The department this SOP is applicable to (for your own reference).
Approved Date: Click the calendar button at the end of the field to select the date this SOP was approved.
Effective Date: Click the calendar button at the end of the field to select the date this SOP was/will be put into effect.
Review Due Date: Click the calendar button at the end of the field to select the date this SOP will need to be reviewed.
Review Approval Date: Click the calendar button at the end of the field to select the date this SOP's reviewal will need to be approved.
Description: A description of the document's contents and purpose.
Click Next, then select the user(s) to assign the document to as a required reading. Click ASSIGN to upload and assign the SOP document.
Reading and Signing an SOP Document
Go to Documents > SOP Training, then click the document you were assigned.
Click View Document. Once you've read and understood it, Scroll down to the Info tab. Enter your password into the Password field and click SUBMIT to sign off on it.
Managing an SOP Document
Go to Documents > SOP Training, then click the document you want to manage.
Viewing Assigned Users
Under the Assignments tab, you can see a list of users who have been assigned the document as a required reading, whether they have signed, and when they signed.
You can click Unassign next to a user if they were assigned the document by mistake.
SOP Document Actions
View Document
Click to open the document. If your browser has a built-in way of previewing it, it will open in a new tab, otherwise you will be prompted to download it.
Upload New Version
Use this to upload a new version of the document to replace the existing version. The uploading process is the same as uploading the original document. The original document is then archived and will appear under the Versions tab at the bottom of the page.
Assign User
Use this to assign the document as required reading for a user. The next section describes how users can sign off once they've completed the reading.
Archive
If the document is no longer relevant, you can archive it. Setting the status to "archived" hides the other action buttons, but users assigned to it can still sign off once they've read it, and the document will still appear on the SOP Repository page, but will be marked as archived.
Viewing Information on All Documents
To see a list of all actions taken on all documents, go to Documents > SOP Training, then click SOP Log.
To see a list of all sign off dates from users assigned to any document, go to Documents > SOP Training, then click Signature Log.