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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to manage the lifecycle of your policies and procedures can ensure that critical documents do not become stale and out-of-date.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 secureSolid policies and procedures are essential for a positive workplace culture and legal protection. Comala Publishing helps you keep your policies and procedures current by syncing a collaborative draft space with a space for finalized content. This ensures that your organization is responsive to changes in its internal and external environments while promoting transparency, accountability, and continuous improvement.
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What are ways teams benefit?
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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all employees are working from the same, up-to-date versions of documents, reducing the risk of misunderstandings or outdated practices.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
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Document management is not just a matter of convenience; it's a critical element of effective governance, risk management, and compliance. It ensures Prevent costly incidents and protect your organization's reputation by syncing draft and published spaces, a proactive approach to emerging risks and changing circumstances. Incorporate best practices that align with industry standards. Making timely updates to policies and procedures can improve product or service quality and customer satisfaction. Promote values and ethics by promptly incorporating and updating ethical and responsible business practices. |
Publishing and syncing a space
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To get started
install Comala Publishing by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
in the draft content space, your source space for publishing content, open the space settings /wiki/spaces/CDMCD/pages/6969366670
link two spaces, one as your draft source space; one as your published target space
configure your publishing in the source space settings /wiki/spaces/CDMCD/pages/6969366670
undertake an initial publish and sync of your all the pages in your source space using the space publishing option
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Comala Publishing is designed to publish content from a source space to a target space that is empty! |
Your target space will be your public space for your pages. Access to your published page content in this space can be easily managed by the space permissions
Document lifecycles
With Comala Publishing Cloud, you can define page document lifecycles to ensure 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
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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.
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Risk Management: Effective document management can help mitigate risks associated with non-compliance, errors, or misinterpretations of policies and procedures. By maintaining accurate published records and ensuring that employees follow established procedures, organizations reduce the likelihood of costly mistakes.
To get started
/wiki/spaces/CDMCD/pages/6969366706 by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
apply a workflow at /wiki/spaces/CDMCD/pages/6971692914 or /wiki/spaces/CDMCD/pages/6971692938
configure your workflow in the space settings /wiki/spaces/CDMCD/pages/6969366670
edit and customize your workflow using the /wiki/spaces/CDMCD/pages/6969366385 for advanced authoring to create a more flexible and responsive workflow for your document process needs
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Choose from the /wiki/spaces/CDMCD/pages/6969366544 or /wiki/spaces/CDMCD/pages/6971687651! |
Content expiry workflow
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/wiki/spaces/CDMCD/pages/6969366556 in the app! |
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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 Publishing as part of their review and approval document management process. These include some customers who use our app together with Comala Publishing Document Management to help attain FDA Title 21 CFR Part 11 in the life sciences industry.
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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. |
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