How to Create, update and delete SOPs

Standard Operating Procedures (SOPs) in Smart Access

Written by Noopur Desai
Updated yesterday

A Standard Operating Procedure (SOP) is a structured document that defines the step-by-step process for completing specific tasks or operations within an organization. It provides clear guidance to ensure tasks are performed consistently, efficiently, and in compliance with company standards and safety requirements.

SOPs establish a uniform approach to operational processes, reducing variability and errors. They serve as a reference for associates, supervisors, and leaders to maintain consistent performance, support training, and ensure accountability across teams.

Within Smart Access, SOPs can be created, managed, and distributed digitally to ensure process consistency across locations and teams. The platform supports version control, displays rules for role-based visibility, and editing to streamline SOP creation and maintenance. SOPs in Smart Access can also include visuals, embedded media, and links to related content such as training materials, ensuring all procedural information is accessible in one place.

This guide will provide details regarding creating and managing, which includes:

• Accessing the SOPs
• Create an SOP
• Structure the SOP
• Settings
• Preview and Publish the SOP
• Manage Existing SOPs
• Integration with Other Modules
• Adding SOP to Job Functions
• Maintain and Update SOPs
• Best Practices
• Key Takeaways

Access the SOPs

Log in to your Smart Access account. From the left-hand menu, select Standard Operating Procedures, which will display all available SOPs in a table.

• Each row shows the SOP title, status (Draft, Published, or Archived), assigned owner, job function, supporting content, and version number.

Create an SOP

Create a new SOP in three ways:

Create SOP using Smart Access

Select Create new SOP → Blank document. Enter a title that clearly describes the process. Assign a responsible person or team (optional). The version number is automatically set to 1.0 (can be updated later). The Editor will open and start adding content blocks for each section.

Import a PDF

Select Import SOP at the top right of the dashboard. In the dialogue box, either drag and drop your file or select Choose file to browse. Enter a title, then Create. Smart Access converts the PDF into editable SOP blocks, making it easy to update.

Use a Template

Select Create new SOP → From template, or select the Templates tab from the left menu. Browse the list of templates or create a new one. Templates usually include predefined sections like:

• Introduction
• Objectives
• Step-by-step process
• Exceptions
• Review guidelines

Select a template and fill in the content for each section as needed.

Structure the SOP

The SOP Editor is divided into two main areas:

• Left panel: Displays the Table of Contents > a structured view of all sections.
• Main editor: For adding and editing content.

To structure the SOP:

Select Add group in the left panel to create a new section. Choose one of the three group types:

• Content group: Add background information, policies, or context.
• Process group: Add detailed workflows, checklists, images, or videos.
• Exception group: Describe non-standard steps or alternative processes.

Inside each group, select Add block to create sub-sections. Enter a block title, add a description, and attach supporting materials (like documents, videos, or images). Use '/' to add them.

After importing, review the layout and structure.

• The imported format may not always align with the organization’s SOP format standards. Identify sections requiring format adjustments, such as process groups, content groups, or content blocks.

If the imported format does not match the required structure:

• Hover over the section that needs modification. Select the six dots (⋮⋮) icon on the left side of the process group or content group.

• From the available options:

  • Select Switch to Process Group for sections describing workflows or procedures.
  • Select Switch to Content Group for sections providing contextual or reference information.
  • Select Switch to Content Block for standalone text not belonging to a process or group.

This allows easy reformatting of the SOP structure to comply with organizational standards. Once all required updates are completed, review the SOP for consistency.

Tips:

• Always ensure compliance with the organization’s SOP formatting guidelines before finalizing.
• Sections can be rearranged by dragging the six dots (⋮⋮) icon to adjust the order as needed in the table of contents.

Settings

Smart Access supports customization tools to tailor SOPs for a specific user group or location.

• Display Rules: Control visibility of sections based on:
  • User groups
  • Location
• Add additional language.
• Linking Content: Skillbuilds, Observations, etc.
• Comments and Feedback: Reviewers can leave comments directly on blocks.
• Version Control: Every edit is tracked with the published dates, allowing the restoration of previous versions if needed.

Preview and Publish the SOP

Preview the full SOP for accuracy and completeness in the Application preview editor. Once ready, select Publish (top-right corner) to make the SOP live. To save or share offline, select Export PDF to download a formatted version.

Manage Existing SOPs

Manage published SOPs:

• Archive: Removes an SOP from active view but keeps it available for future reference.
  • Tip: Ideal for SOPs temporarily not in use but still relevant historically.
• Delete: Permanently removes an SOP from the system. Use this only when an SOP is outdated and no longer needed.
• Duplicate: Creates an editable copy of an existing SOP, which is useful for building new versions without affecting the original.

Integration with Other Modules

The value of Digital SOPs compounds through integration with other Smart Access capabilities:

SOPs + Observations

• Non-compliance findings can trigger targeted re-skilling, further observations, or action plans
• Aggregate data reveals systemic opportunities for continuous improvement
• Leaders can coach to real associate behavior vs. documented procedures

SOPs + Skill Building

• New and updated SOPs trigger skill building ramp plans
• Job function skills tracking ensures operational readiness

SOPs + Certifications

• Expired certifications block relevant SOPs
• Renewal reminders prevent disruptions

SOPs + Action Plans

• Connect procedure compliance to outcomes
• Identify which SOPs drive results
• Measure time-to-complete by individual

Adding SOP to Job Functions

Find the detailed information, refer to Step-by-Step: Managing a Job Function.

Maintain and Update SOPs

• Schedule regular reviews to ensure information stays current.
• Use comments to gather feedback and make updates directly in the editor.
• Republish the revised SOP to make the new version available to the associates.

Best Practices

• Use templates for consistency and faster creation.
• Add images or videos to clarify complex steps.
• Clearly outline exceptions or edge cases.
• Encourage collaborative reviews for accuracy.
• Review and update SOPs regularly to maintain compliance and relevance.

Key Takeaways

Smart Access supports the complete SOP lifecycle:

• Create, update/edit, publish, archive, and duplicate SOPs.
• Manage visibility with display rules and version control.
• Keep SOPs current through continuous feedback and updates.