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• Paper• Excel Spreadsheet• Email• Shared Drive• Outdated Software• No Mobile Device Support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
• Document Management• Version Control• Role Based User Access• Alerts• Automated Workflows• Collaboration• Search• Support/Implementation/Maintenance/Helpdesk
PolaPro Features
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
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
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
PolaPro allows management of Target Audiences, Core Functions/Processes as well as Multiple Business Units.
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.