...
...
...
...
...
...
...
...
...
...
| Status | ||||
|---|---|---|---|---|
|
Use Comala Document Management workflows to ensure that policies and procedures are up-to-date, consistent, and secure
Automating the review and approval process to manage the lifecycle of your policies and procedures can ensure that critical documents do not become stale and out-of-date. This helps reduce the chance of accidents, compliance violations, and other problems.
You can use a workflow to set expiration dates so that you’re notified when it is time to review and update your documents to ensure that your policies and procedures are up-to-date, consistent, and secure.
| Table of Contents | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
What are ways teams benefit?
Compliance
...
| Panel | |
|---|---|
|
...
Minimize the risk of errors by ensuring that documents are reviewed and approved by the correct people.
Track and report all changes and approvals, mandatory for meeting regulatory standards.
This protects your company from legal liability while strengthening its reputation
Knowledge Bases
| Panel | ||
|---|---|---|
| ||
Provide clear visibility into the documentation lifecycle status so knowledge workers see
This increases the accuracy of documentation and reduces the risk of misinformation. |
Policies and procedures
| Panel | ||
|---|---|---|
| ||
Reduce the chance of accidents, compliance violations, and other problems by automating workflows to manage the lifecycle of your policies and procedures. Set expiration dates so that you’re notified when it is time to review and update your processes. This ensures that policies and procedures are up-to-date, consistent, and secure. |
| |
Policies and procedures: align your Document Management system with company policies. Consistency: Document management helps maintain consistency in policies and procedures across the organization. It ensures that all employees are working from the same, up-to-date versions of documents, reducing the risk of misunderstandings or outdated practices. Security: Company policies and procedures often contain sensitive information. Document management allows for the implementation of security measures such as access controls and encryption to protect this information from unauthorized access or data breaches. Continuous Improvement: Regularly reviewing and updating policies and procedures is essential for keeping them relevant and effective. Document management systems make it easier to track changes, gather feedback, and continuously improve company policies and procedures. |
Document lifecycles
| Tip |
|---|
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 right 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 milestone and permissions for each stage, ensuring that 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 becoming stale by setting a time period for an “out-of-date” review.
Compliance: Many industries and organizations are subject to various regulations and compliance requirements. Document management helps companies track and adhere to these regulations, reducing non-compliance risk and associated penalties.
Version Control: Document management systems often provide version control features. This means that changes to policies and procedures can be tracked, and previous versions can be retrieved if needed. This is essential for auditing and ensuring that changes are properly documented.
Efficiency: Well-organized document management systems make it easier and quicker to find and distribute policies and procedures. This improves operational efficiency and reduces the time and effort required to locate and share critical information.
Audit Trails: Document management systems often maintain audit trails, which can be crucial during internal or external audits. These trails provide a record of who accessed, edited, or reviewed documents, helping to ensure accountability and transparency.
Risk Management: Effective document management can help mitigate risks associated with non-compliance, errors, or misinterpretations of policies and procedures. By maintaining accurate records and ensuring that employees follow established procedures, organizations reduce the likelihood of costly mistakes.
To get started
install Comala Document Management by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
apply a workflow at across all documents in a space or apply workflows on a page-by-page basis
configure your workflow in the space settings Comala Document Management dashboard
edit and customize your workflow using the workflow builder visual workflow editor for advanced authoring to create a more flexible and responsive workflow for your document process needs
| Tip |
|---|
Choose from the “out of the box” workflows or create your own! |
Content expiry workflow
| Tip |
|---|
Content Expiry “Out of the box” workflow in the app! |
| Insert excerpt | ||||||||
|---|---|---|---|---|---|---|---|---|
|
| Insert excerpt | ||||||||
|---|---|---|---|---|---|---|---|---|
|
| Insert excerpt | ||||||||
|---|---|---|---|---|---|---|---|---|
|
Managing content expiration using workflow parameters
Expiration of content can be set for any workflow state not just for your published content. This can be used to generate custom emails and on-screen notifications to advise of log-jams in your documentation process.
One thing customers sometimes ask is “How can I warn my team in advance of page content that is nearing the end of it’s set time period before the “out-of-date” review?”
...
Confluence does not provide a way to monitor this date but the following is a useful way of managing this and provide custom email notifications in advance of the set due date for expiry.
Customer case studies
We have a number of our customers who use Comala Document Management as part of their review and approval document management process. These include some customers who use our app together with Comala Publishing to help attain FDA Title 21 CFR Part 11 in the life sciences industry.
...
...
...
| Panel | ||
|---|---|---|
| ||
DisclaimerAppfire does not claim compliance or certification of any of our tools. In addition to taking advantage of technical elements, compliant systems must also implement the necessary procedural and administrative controls. |