Admin Guide to Manage SOPs

Overview

This guide provides administrators with step-by-step instructions on how to create and manage Standard Operating Procedures (SOPs) efficiently within the RAKAN Team Portal. By following this guide, admins can ensure a structured and organized approach to SOP management.

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1. Accessing the SOP Management Page

1. Log in to the Admin Dashboard.
2. Navigate to the SOPs section in the left menu.
3. Click Add New SOP to create a new entry.

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2. Creating a New SOP

2.1 Entering SOP Details

• Title: Enter a clear and concise title in the “Add title” field.
• Content: Use the text editor to add relevant information.
  • Use Heading 2 for main sections.
  • Use Paragraph for regular text.
  • Click Add Media to insert images or documents if necessary.

2.2 Uploading a Featured Image (Mandatory)

• Click Set Featured Image in the right-hand menu.
• Upload an image that meets the following specifications:
  • Dimensions: 1200px x 800px
  • Format: JPEG
  • Size: Less than 300KB
• Note: A featured image is required to save or publish the SOP.

2.3 Assigning a Category

• In the Categories section, select the relevant category for the SOP.
  • Available categories include:
    • Internal: SOPs restricted to specific departments or users.
    • Public: SOPs that are open and viewable by everyone.

2.4 Assigning User Access (Optional)

• User Access:
  • If you want specific users from other departments to view the SOP, use the User Selected for SOPs dropdown.
  • This bypasses department restrictions for Internal SOPs.
  • Example: A member from the IT department can view an HR SOP if they are added to this field.

2.5 Adding FAQs (Optional)

• Scroll to the FAQs section.
• Click Add Question to include frequently asked questions related to the SOP.
  • Example: For HR-related SOPs, include questions about leave applications, approvals, etc.

2.6 Choosing the Department (Mandatory)

• Department Selection:
  • Internal SOPs are visible only to users in the selected department.
    • Example: An SOP tagged as Internal for the IT Department will be accessible only to IT department members.
  • Public SOPs are accessible to all users across departments.
  • If specific users from another department need access, add them using the User Selected for SOPs dropdown.

2.7 Allowing Comments (Optional)

• Scroll to the Discussion section in the SOP editor.
• Check the Allow Comments box to enable user comments.
• If comments should be disabled, uncheck this box.
• Moderation settings can be adjusted in the Settings > Discussion menu.

2.8 Change Author (Using Quick Edit)

• Hover over the desired post title and click Quick Edit.
• Locate the Author dropdown menu.
• Select the new author from the list.

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3. Publishing Options

3.1 Setting Visibility

• In the Publish box, adjust the visibility settings:
  • Public: Visible to all users.
  • Password Protected: Only accessible with a password.
  • Private: Only visible to administrators.

3.2 Scheduling an SOP

• By default, SOPs are published immediately.
• To schedule for a future date:
  1. Click Edit next to “Publish immediately.”
  2. Select the desired date and time.
  3. Click OK, then Schedule.

3.3 Saving or Publishing

• To publish immediately, click Publish.
• To save as a draft, click Save Draft.

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4. Editing an Existing SOP

1. Navigate to the SOPs page in the admin menu.
2. Use the search bar to locate the SOP.
3. Click Edit to make changes.
4. Modify the content, attachments, or categories as needed.
5. Click Update to save modifications.

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5. Deleting an SOP

1. Navigate to the SOPs page.
2. Locate the SOP to be removed.
3. Click Move to Trash.
4. To permanently delete:
   • Go to the Trash tab.
   • Click Delete Permanently.
5. If needed, restore an SOP from the Trash before permanent deletion.

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6. Key Points to Remember

• A featured image is mandatory to save or publish the SOP.
• Department selection is required to ensure proper access control.
• Use appropriate categories and tags for better organization.
• Visibility settings determine who can access the SOP.
• User access for specific cases can be managed using the “User Selected for SOPs” dropdown.
• SOPs can be edited at any time, but changes should be reviewed before updating.

By following this guide, administrators can efficiently manage SOPs within the RAKAN Team Portal.