How to implement SOP checklists and feedback with confluence

[Tim Mohrbach]

Hi, we are going to use confluence in the future for our knowledge database. We also want to put all our SOP in confluence as well.

We have some SOPs that are proceeded by external workers. After completing an SOP, a checklist has to be filled in and sent to us for documentation. These SOPs are completed a few times a week by different workers.

Has anyone an idea which features or plugins of confluence could achieve that? Thanks in advance!

[Steven F Behnke]

Let's break this down into a few different flows, how I think this could work:

• SOP's are documents comprised of text and checkboxes
• The assignee of one of these SOP's has to check off the boxes and then indicate their name at the end
• These documents may be one page long, or they may be multiple pages long

Document storage

• Create a space just for these SOP's
• Permission the space so that only editors of the SOP's can modify these pages
• Organize your documents in a logical method
  
  • You can use Page Property macro reports to index these, but this is just a little side-goodie I like to take advantage of

Copying stored pages

• Single pages
  • Single pages can be copied using the Tools > Copy Page function
    image2015-2-25 13:12:45.png
  • While you are copying the page, you can move it at the same time by using the Location button before you hit image2015-2-25 13:15:46.png
    image2015-2-25 13:15:0.png
• Multiple pages
  • Now, multi-page copying is more difficult, there isn't a built-in function to accomplish
  • For add-ons, our options are
    • Artemis Copy Page Treepaidgreen
    • Atlassian Labs Confluence Copy pagesunsupportedtrue
    • Atlassian Labs Copy Spaceunsupportedtrue
    • But my personal choice is Groovy ScriptRunner, Free, Supported, and it has a built-in script to copy page trees: Built-In Scripts
    • Another choice would be using Bob Swift's CLI to build it into JIRA workflows, which I've seen be successful
  • Or you could use the API to control it on your own

I don't really think you need to spend any money here, you just need to set up a good workflow and choose a good solution.

[Tim Mohrbach]

The SOP is actually quite long, so if it could be divided into several pages and sections it would probably be better. BUT we could also go with a "one-page" solution, if that makes things easier.

[Steven F Behnke]

Is it one page or is it multiple pages? I think that's the last big important question I have.

[Tim Mohrbach]

It's basically a SOP which has a check box for every step of the SOP. So as you are following the the SOP, you are supposed to check every step and make a sign in a check box. This will then be send or put somewhere for documentation. Please let me know if that does not make sense yet or if you need even more details...

[Steven F Behnke]

Can you describe what the checklists look like? We can leverage templates or page copying.