When you establish a policy at the organization or group level that says "we write SOPs this way," AI Organize will align SOPs according to the phrasing and granularity defined in your policy. This feature helps standardize SOPs across writers and departments by applying your organization's standards.
What is a Procedure Authoring Policy?
A documented set of rules for how to write SOPs, configured at the group level. It consists of three parts:
- Phrasing / Writing style: Rules for tone and granularity, such as formal vs. casual voice, one action per step, and internal terminology
- Don'ts (Prohibitions): Expressions and phrasings you want to avoid
- Common phrasing: Frequently used phrases within your organization. Automatically extracted from sample procedures and editable as needed
Your established policy is used as the standard for AI Organize and Policy check.
Configure a policy
- From the Group management screen, open the "Procedure policy" panel for the target group
- Fill in "Phrasing / Writing style," "Don'ts (Prohibitions)," and "Common phrasing" respectively (you can also use "Generate policy from samples" described below)
- Click [Save]
Auto-generate a policy from samples
If writing out the policy in detail seems burdensome, you can have AI generate a policy from sample SOPs or manual files.
- In the "Sample procedures" section, click [Add sample]
- Choose how to add:
- From file: PDFs, images, or other existing manuals
- From Dive procedure: Select an SOP already created in your organization
- After registering the sample, click [Generate policy from samples]. AI will create a draft for "Phrasing / Writing style," "Don'ts (Prohibitions)," and "Common phrasing"
- Review the generated results and edit as needed before saving
Reflect the policy in AI Organize
When a user with a configured Procedure policy executes AI Organize during SOP editing or video AI Organize execution options, [Follow policy] becomes available as a choice for text style and tone. Select this option and AI Organize will align each step according to the phrasing and writing style defined in your policy.
Policy check (check an SOP being edited against your policy)
From [Policy check] in the top menu of the SOP editor, you can have AI verify whether the SOP you are currently editing aligns with your policy. Use this to review completed SOPs or quality-check SOPs created by other authors.
Tips for effective use
- Start small with one group, and once operations are running smoothly, expand to other groups
- It is recommended to choose sample procedures that your organization considers ideal
- The generated policy is just a draft. Edit it to match your actual needs before saving
Related
- To incorporate content from existing manuals, see AI Extract from related files and reflect in SOPs
- To standardize notation variations, see Standardize notation variations (Notation Unification Dictionary)