Overview

• Audiences• Core functions and Processes• Business Units• Metadata• Feedback

• Paper• Excel Spreadsheet• Email• Shared Drive• Outdated Software• No Mobile Device Support

Common Pain Points

The Challenge

• Document Management• Version Control• Role Based User Access• Alerts• Automated Workflows• Collaboration• Search• Support/Implementation/Maintenance/Helpdesk

PolaPro Features

• Create• Approve• Distribute• Consume• Review

Policy and Procedure Lifecycle

Policies/Procedures as a Service

Consumers Authors Approvers Support

Search/Filter Create Docs Approve Support Helpdesk

Read Docs Review Docs Training

Implementation

Application MaintenanceContinuous UpdatesConsulting

Document MigrationUser Guide

Roles

• Consumers• Authors• Approvers• Support

Consumers

• Documents are grouped so that final user can access documents belonging to respective Business Units

• Search function is available to help users retrieve documents based on specific metadata

• Document can be stored for consultation only (PDF format) or in their original format

Consumer site

Documents are displayed according to their relevant categories and core functions for easy retrieval.

Approved metadata tags ensure the correct document grouping.Documents are only seen by staff in their relevant departments/business units.

Author role

• Create documents (new or using template)• Search published documents• Collaborate with other authors on the same

document• Seek for approval for new documents to be

published

PolaPro assists Authors with their tasks:• The right hand side provides Recommended Steps for novice authors.• The left menu has provides functions for advanced authors.

Upload a Document

To prevent authors from re-creating the wheel, they can search across the enterprise for an existing/similar document. If they find something suitable they can choose to make it available to the relevant team, or create a modified version.

filter the documents

Search function

Authors can create a new document or upload an existing one.

Upload

1. Browse your computer to choose the file to upload

2. Click Ok

3. Select the author name

4. Populate the required + desired fields

5. Click Save

Metadata selection

• Once an Author is satisfied with their new or revised document, they submit it for approval.

• The relevant approver will then be notified via email with a link which they can click through to easily review and approve.

Approval Workflow

2. Click on the arrow

1. Select the document

3. Select Workflow

4. Select the approval Workflow

Approval Work Flow

Approved documents will be moved to the effective library and an email notification will be sent to the author.

Work Flow flowchart

Admin role

• Manage metadata• Manage users and permissions• Perform author and approver tasks

PolaPro allows management of Target Audiences, Core Functions/Processes as well as Multiple Business Units.

Metadata management

Metadata management

New Item creation

Important information such as intended audience, related Core-Function/Process can be assigned via simple pre-defined pick-lists and look ups.

Large amounts of information can be easily managed with an excel-type grid.

Excel Mode list editing