The process is made up of 4 stages, all managed from regular SharePoint lists:
- Document created or uploaded - the document is created in the SOP library, document properties are set, specifying people or groups required to read the document.
- Editing completed - after going through the process of repeated editing, the document is ready for distribution. Click Generate tasks to create an individual task for each person in Readers column (groups are expanded automatically to assign tasks to individuals only).
- Read tasks - each task is completed by the assigned person. Simply open the task, mark the checkbox indicating that you've read the document and add an electronic signature. Because that tasks are just usual built-in SharePoint tasks, they can be tracked, viewed and edited as you would any SharePoint task.
- Distribution - document can be published when all Read tasks are completed. Tasks are color-coded and the number of unfinished tasks is calculated automatically, so you can easily see the current status.
Upon site creation you need to add your users to the site groups. Once the site groups are populated, you can start using the process. Feel free to modify the site in any way you deem fit, adding or removing columns, adding or modifying list views or changing the homepage layout.