SOP software that answers your team's process questions
Your operations team keeps being asked who approves a vendor, where a handoff checklist lives and which procedure applies when work goes off course. The answers are spread across SOPs, policy folders and chat threads. ChatDocument gives employees a shared place to ask company documentation, with a source behind every sentence. You can organize process ownership, restrict sensitive records and see where the written instructions leave people stuck.
Connect the procedures people use to get work done
Bring standard operating procedures, purchasing policies, vendor onboarding rules, handoff guides and incident checklists into an Operations space. Connect Google Drive, SharePoint and OneDrive, Confluence, Notion or Dropbox, and upload documents maintained outside those sources. Slack can supply existing documented process discussions.
Sources stay where they are, and new or edited connected documents are picked up automatically. Include the approval policy alongside the task instructions. Someone asking how to engage a vendor needs the documented review route as well as the onboarding checklist. The examples below are document types your team supplies, using its own rules.
Match repeated process questions to their source
Employees can open the cited document passage before acting. A documented exception for a particular vendor does not establish a general purchasing rule. Keep its scope clear in the source and have the relevant owner review reusable guidance.
| Typical employee question | Document to connect |
|---|---|
| "Who approves a new vendor before work begins?" | Vendor approval policy |
| "What information do I need for vendor onboarding?" | Vendor onboarding checklist |
| "Which review applies before sharing data with a supplier?" | Vendor data handling rules |
| "Where is the checklist for handing work to another team?" | Department handoff SOP |
| "How do I request an exception to the purchasing process?" | Purchasing exception procedure |
| "What should I do when an operational incident starts?" | Incident response checklist |
| "Who owns this process when the usual contact is away?" | Process ownership and coverage guide |
Make procedures shared and sensitive records private
Create an Operations space for reusable SOPs and published vendor rules. Keep supplier negotiations, restricted agreements and sensitive operational records in private spaces. Assign an operations space owner, with process owners accountable for the documents they maintain. Use admin, space owner, member and reader roles to organize responsibilities.
ChatDocument inherits permissions from connected sources. Employees only receive answers from documents they can already open, and space membership controls access to department knowledge. A colleague can read the vendor onboarding instructions without receiving confidential contract terms. Review both source access and space membership when bringing a new process into the workspace. Learn more about department spaces.
New suppliers under 10,000 dollars are approved by the department head.Purchasing Guide, 3.1
Above that amount Finance signs off as well.Approval Policy, 2.4
Answer process questions where work is coordinated
On Business and Scale, employees can ask through the Slack and Microsoft Teams bot using direct messages, mentions or automatic answers in help channels. The bot follows the same source permissions as the browser and links each answer to the supporting documentation.
When instructions do not cover a situation, ChatDocument says "not in your documents" and shows the closest passages. The question can pass to a person for a decision. Operations then has a specific gap to address in the SOP or vendor rules, rather than leaving the resolution buried in another conversation.
Give every recurring procedure a responsible owner
Verify answers about purchasing approvals, supplier onboarding and cross department handoffs. Each verified answer includes an owner, review date and version history. Save useful answers for the team so colleagues can reuse the guidance and inspect the source before following it.
Business and Scale group unanswered questions for the right owner and flag conflicting or outdated documents. If a vendor checklist names a different approval route from the purchasing policy, the process owner can align the originals and review the answer. Department analytics show common topics and the unanswered trend. Leadership reports help you choose which SOPs need clearer instructions or more visible ownership.
FAQ
Do we need to rewrite our SOP library?
No. Connect the documents where your team already maintains them. Start with frequently used procedures and make sure their owners and approval rules are clear in the sources.
Does an answer approve a vendor or exception?
The answer explains the documented process. Your authorized colleagues make the approval through the procedure your organization uses.
Which plan includes knowledge gaps and chat answers?
Business and Scale include gap detection, the Slack and Microsoft Teams bot and leadership reports. Team includes roles, verified and saved answers and basic analytics. Review pricing for plan details.
Give process questions a documented route forward
Connect your SOPs and vendor rules, name their owners and invite employees to ask before they begin the next task.