When you upload your company's rules files, AI reads them and registers the contents. The registered rules become the foundation for organizing before you create SOPs and for making decisions during pre-publish checks.
You can register two types of documents:
• Rules for how to write SOPs — documents that define "which documents to create in which format" and "what must always be written" (work standards, creation/operation guidelines, etc.)
• Rules about the work itself — like quality manuals, health and safety codes, ISO documents, and legal standards
From rules about the work itself, the system rarely reads format or type information, but that's fine. During pre-publish checks, the AI reads the original text page by page and compares it against what you've written.
Available to Enterprise Plan customers. You'll do this from a web browser on your PC.
How to open it
In the sidebar, click "Dictionary / Templates" → the "Authoring rules" tab, then open the "Rules" section. Under "Authoring rules" you'll see three items: Rules (What to follow), How to write it (How to write it), and Export format (Which form to export in).
Reading and registering
The screen is divided into three sections, each with its own controls: "Rules file", "Conflicts between rules", and "SOP types".
- Use "Add file" to add rules files to the "Rules file" section. The system can read PDFs, Word, and Excel files. You can add related files together — they don't have to be in a single document.
- Under "SOP types", click "Extract from N Rules files". The AI pulls out the SOP types and writing guidelines that your rules define (takes about 30 seconds).
- If you have multiple rules, click "Analyze" under "Conflicts between rules". This checks whether any provisions from different rules cannot both apply.
- Review the contents, then confirm with "Save".
If the AI finds wording conventions or prohibitions related to how to write, you'll be asked before saving: "What do you want to do with the wording rules?". If you choose "Import into 'How to write it'", you can select the import destination (company-wide or site-specific) and add it to your writing guidelines. If you choose "Confirm without importing", that convention won't be saved (it remains only in the rules file).
Changes are confirmed only when you press "Save". Adding or removing files from the list doesn't confirm anything right away. Files, extracted contents, and conflicts are all committed together as one version. You can return to the saved state with "Undo".
The current version and update history appear at the top of the screen, where you can also revert to earlier versions.
In addition to company-wide rules, you can also register site-specific addendums. Choose "Company-wide rules" or "(site name) (site addendum)" at the top of the screen, then follow the same steps to register.
What gets extracted
Under "SOP types", you'll see the following information for each type:
- Type: What SOP types your organization has
- Export format: The registered Export format that matches that type. If a match exists, the format name is displayed
- Fields that must be written: Essential fields for that type
- Granularity: The size at which each step should be written
Any wording conventions and prohibitions found are also available to import into your writing guidelines, as described in the previous section.
Conflicts between rules
When multiple rules say different things, the AI doesn't round to one side or the other. Instead, it lists the conflicts under "Conflicts between rules", showing which file and location each version comes from. When you press "Use this one" on the version you want to adopt, it's marked as "Decided".
You don't have to decide everything before you start operating. Undecided conflicts remain visible, but you can also choose between them on the fly when creating SOPs.
How the extracted content is used
- AI consultation before you build: Used as choices for selecting SOP types and as format candidates for that type
- Pre-publish check: Used to determine whether required fields are filled. The AI also reads the original text page by page and compares it, citing sources (rule name and page) and quoting relevant passages.
- Import into writing guidelines: Wording conventions found in rules can be added to your writing guidelines with "Import into 'How to write it'". This only adds to existing guidelines — it doesn't rewrite anything. Select the import destination (company-wide or site-specific) and confirm what will be added before finalizing.
Frequently asked questions
●My company rules aren't in a single document
That's fine, they can be scattered across multiple files. Just add all the related files together. The system reads multiple files at once and flags conflicts as conflicts.
●Can I edit what was extracted?
Yes. You can edit it, then confirm with "Save". Even after confirming, you can edit and re-save from the same screen.
●Can I go back to a previous version?
Yes. Use the update history at the top of the screen to revert to an earlier version. The rules files will revert too.
Related
Export SOP in your company format (Export format)
Define how to write SOPs (Reflect organization wording and standards in AI)