Purpose: This guide walks you through creating a new document, e.g., a Standard Operating Procedure (SOP), from start to finish, so you always know how to get one started.
Scenario: You want to create an SOP in and have the approved version published and visible to staff members in Luvelo Wiki.
Before you start: Creating and publishing a document, involves three roles that are assigned to staff members in Luvelo Organization by the Administrator, namely:
DocumentDrafter - Creates and edits documents, assigns an Owner (i.e., a person with the DocumentCreator or DocumentAdministrator role), and can only save documents as drafts.
DocumentCreator - Creates and edits documents, manages the acknowledgement configuration, and can approve drafted documents assigned to them.
DocumentAdministrator - Manages the document ownership and acknowledgement configuration for all documents, including those not assigned to them. They can only approve documents assigned to them.
Steps applicable to a Person with the DocumentDrafter role
Log in to the Luvelo Tasks application.
Click on 'Task Lists' on the menu bar.
Search for the Task List that contains your department's documents and click on it. If you can not find the document task list or it does not exist, ask your DA or Tasks Administrator to create one, ensuring that the task list type they create is set to 'Document' and that you can access it. Click here to see how to create an SOP or document task list.
After locating the task list, click 'New Task'.
Enter the name of the document you are creating before clicking 'Save.'
On the Document screen, click on the pencil icon to edit the name of the new document if necessary, and to set the document type.
In the pop-up window, confirm the name of your document and select the appropriate Document Type before clicking 'Save.'
From the Document page, click through the below tabs to provide the document's details, making sure to click on the back arrow (<) to return to the Document page after each tab is completed. Incomplete sections will be indicated by a red 'X' icon and completed sections will be indicated by a green checkmark icon:
Purpose - Describes the purpose of the document.
Key Terms - Defines specific terms and jargon used within the document.
Summary - Gives a brief description of the SOP.
Detailed Instructions - Clearly explains all the steps of the SOP in detail.
Comments - Contains any comments related to the SOP.
Attachments - Contains any supporting files like PDFs, photos and videos.
Revisions - Automatically populated after the SOP is published. This section is used to track revisions and is not completed manually.
Owner and Acknowledgment - Allows you to assign the Document Creator who will approve the document for it to get published.
Click on the 'Owner and acknowledgement group' section.
Select the appropriate Owner of the document from the dropdown and set the number of days before they start receiving notifications on Slack reminding them to review and publish the document. Then click 'Save.'
If you only hold the DocumentDrafter role, your final step will be to click on 'Publish.' If this not a new document, you will be prompted to provide a revision comment before you may send it for approval to the document Owner you selected above.
Steps applicable to the Assigned Document Owner or a Person with the DocumentCreator or DocumentAdministrator role
You will receive a Slack notification prompting you to review and approve the new document. Click on the direct link to the document in Luvelo Tasks.
Alternatively, to review the document, you may also log into the Tasks application. Once logged in, click on 'Task Lists' on the menu bar.
Search for the Task List that contains your department's documents. Once located, click on it.
Inside the selected task list, locate and open the document you need to approve.
Once you've opened the document, click on the three dots in the top-right corner of the page to edit it.
Click on 'Edit.' Not only will this allow you to modify the document, you will also have to set the Acknowledgement Frequency, the Group and Employee that will follow this document.
Once the selected document is open, and you have read and are satisfied with its contents, click on the 'Owner and Acknowledgement' section at the bottom of the page.
As the assigned Owner — or as a person holding the DocumentAdministrator role, even if you are not assigned as the document Owner — you may set the acknowledgement frequency, the group and employee that will follow this document. Alternatively, you may change the document Owner to another person and specify the number of days after which they will begin receiving Slack notifications reminding them to review and publish the document. Once completed, click 'Save', then click on the back '<' arrow to return to the Document page.
Click on 'Publish and Approve.' If you changed the document Owner and you are no longer the Owner of the document, the button will read as 'Publish' and you will provide your revision comment before publishing the document to the new Owner for approval.
Provide your signature, and enter a revision comment before clicking on 'Publish and Approve.' This document will then be published on Luvelo Wiki for other team members to start reading and acknowledging this latest version of the document. Click here to read more about navigating Luvelo Wiki.
On the document summary screen, you will notice that the Acknowledged Users section has been updated to display the number of users who have acknowledged the document. A new Revision section will also appear, where the document's revision number automatically increases each time it is modified.
Click on the Revision section to download the PDF version of the document you have just approved.
