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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-ofstay 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 so that you’re notified 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.

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What are ways teams benefit?

Document lifecycles

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You can define specific workflow milestone milestones 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 If publishing a policy or practice guide, you can prevent these from becoming stale by setting a time period for an “out-of-date” review.Compliance: Many industries and organizations are subject to various regulations and compliance requirements.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.

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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 use 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

Content expiry workflow

Managing content expiration using workflow parameters

Expiration of content Content expiration 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

We have a helpful way of managing this & providing…

Customers sometimes ask, “How can I warn my team in advance of page content that is nearing the end of it’s its 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 helpful way of managing this and provide providing custom email notifications in advance of before the set due date for expiry.

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Customer case studies

We have a number Many 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 and Comala Publishing to help attain FDA Title 21 CFR Part 11 in the life sciences industry.

• TwelveSec

• Neurotrack