Documents

Documents holds your procedures, policies and guides — and proves your team read them. Head office, or a branch manager for her own branches, writes, uploads or drafts a document and chooses who must sign it. Each person finds what waits for them on their phone, reads it and taps one button. You see who has signed, branch by branch, and remind the ones who haven’t.

A procedure, from the person who writes it to the people who sign it

Head office or a managerWrites the procedureText, a file or an AI draft, and who must sign.

A second personApproves itWhen approval is on, nothing is live before this.

The teamIs asked to signEach person is told, reads it on their phone and signs.

ManagersSee who has signedBranch by branch, with a reminder for the rest.

LaterA changeA small fix keeps signatures; a real change asks again.

Opening a document never signs it. Only the button does.

Find your part

On the crew (a cook signing on a phone) — reading and signing, signing from a step or a follow-up and reading in your language. Stuck? See questions.
Whoever writes procedures (head office, or a branch manager for her branches) — adding a document, choosing who must sign, changing it, approval, questions, the copy in the other language and saving as PDF or Word, and archiving.
Branch managers — asking people to read by a date, who has signed, and Remind and what you may change.
Head office — folders, switching approval off, every branch’s signatures, where Documents connects, who is told what and who may do what.

Reading and signing

Everything you must sign waits under To read and sign. On your phone it is the card on your branch’s home screen; it is also at the top of the library. A document is there because it is new, because it changed, because someone asked you to read it by a date, or because your signature is running out. Each row says which, in plain words.

Open the document and read it. It opens in your language when it has a copy in it. A PDF on a phone shows Open the PDF: read it there, then come back here to sign.
Tap Sign: I’ve read it. On a phone the button stays at the bottom of the screen while you read. When the document changed since you last signed it, the button says Sign again: I’ve read it.
A green box says Signed. Thank you. and offers the next document that waits. The document leaves your list, and your manager sees you signed.

When the button says “Answer the questions”

Some documents ask a few questions first. Pick one answer for each and tap Send my answers. Passing is your signature. If you miss, it shows how many you got right and the pass mark, and Read it again, then try again lets you try once more. A miss signs nothing.

A document nobody asked you to sign

You can open any document in the library. If it doesn’t ask you to sign, a quiet button at the end still lets you sign it, to put it on your record.

Signing from a step, an inspection or a follow-up

A checklist step or an inspection check can ask for your signature on a procedure first. When you tick it, a card says Sign the procedure to go on with a button Read it and sign. The procedure opens over your checklist, so you don’t lose your place; Sign: I’ve read it (or its questions) is at the bottom. When you have signed, the step goes through. The button Read the procedure on a step only lets you read; it never signs.

A follow-up can list procedures its checker must read first, under Read and sign these first:. Tap one, read it in the sheet and sign. The follow-up closes only when the person closing it has signed each one since it opened. On a shared tablet, a step assigned to a colleague is signed by that colleague, after they enter their PIN.

Reading in your language

A procedure and its copy in the other language are one document to you. The library shows it once, in your language, under the name written for your language. On the document, Read it in Arabic or Read it in English opens the other copy. Signing one signs both. If only one copy changed, that is the one you are asked to sign. Alerts, dates and numbers follow your language too; numbers are written 0–9.

Adding a document

In the library, someone who can add documents has three ways in:

Write a procedure — start from a ready template in your language (opening, closing, food safety, cleaning a machine, emergencies, a customer complaint), add photos or short videos, and preview it as readers will see it.
Write with AI — choose a procedure, recipe, policy, training material, audit checklist or HACCP plan, say what it is about in a sentence or field by field, in Arabic or English, and read and change the draft before saving it. See AI for what an admin can switch off.
Upload a file — a PDF, a photo, a Word, Excel or PowerPoint file, or a short video, up to 50 MB.

Each one asks the same details:

its name, and its name in the other language so every reader sees it in theirs;
the language it is written in, its category and its folder;
whether people must sign it, and who (next section);
whether it needs approval before it goes live;
whether people sign it again every few days.

Save and publish makes it live at once, and the people who must sign are told. With approval on, the button reads Save and send for approval instead. A branch manager adds documents for her own branches only: she picks at least one of them under Which branches, which is who signs it and what makes it hers to look after.

Choosing who must sign it

Tick People must sign it, then choose Which roles and Which branches. A person must sign only if they hold one of the chosen roles at one of the chosen branches: a procedure for the crew at one branch doesn’t reach a crew member at another. Pick nothing and it means every role, every branch.

Sign it again every few days (from 7 to 730) brings the document back to a person’s list a week before their signature runs out, and they are told. To change who signs later, use Edit name and who signs in the document’s More menu: someone who no longer fits stops seeing it on their list, and what they already signed stays in the log.

Changing a document

From the document’s More menu: Edit the text (a document written in the app) or Replace the file. Add a short note about what changed. When people must sign it, you are asked Does everyone need to sign again?

Yes — it changed what people do. Everyone who must sign is asked to sign the new version. Anyone who had already signed the old one inside a checklist or inspection that is still open is told to sign the new one before they finish.
No — a small fix (a typo, a phone number). A small fix keeps the signatures already given and tells nobody.

Without approval a change is live at once as the next version. Every earlier version is kept: the side panel lists them with who wrote each one, and See what changed compares two versions line by line.

Approval

With Needs approval before it goes live on, a change waits — even the very first version — and nobody sees it or is asked to sign it yet. The person who wrote or sent a version never approves it: someone else does, from Waiting for your approval, where the change is shown against the live version. Reviewers are told when one is sent.

Tap Approve. The version goes live, the writer is told, and the people who must sign are asked.
Or tap Send back and say what needs changing. The writer sees the reason on the document and taps Fix it, edits, taps Save the draft, then Send for approval again.

A branch manager approves other people’s changes to documents she looks after, and can switch approval on for her own; only head office can switch it off. If nobody else can approve yet, the switch says so instead of leaving a change waiting forever.

Questions before signing

From More, Questions before signing: write 3 to 5 multiple-choice questions (2 to 6 options each, one right) and the pass mark (80% to start). From then on signing means passing them — on the document, in a checklist or inspection sheet, and from a follow-up. Under the document’s signature log you see every try: who, the score and the answers. Changing the questions later keeps what people already answered, and a small fix doesn’t send anyone back to them.

The copy in the other language

Write the second document, setting Written in to the other language and giving it the same signing choices. Then on either one open More, Copy in the other language, and pick its partner. Both need Written in set, to different languages. From then on each reader gets their language, the library shows the pair once, and signing one signs both. Unlink in the same place separates them.

Saving as PDF or Word, and archiving

Save as PDF or Save as a Word file — for a document written in the app, in its own language, with its version, the day it was published and the day it was printed under the title. A file downloads as it is, with Download the file.
Archive — nobody sees it or is asked to sign it, and reading tasks for it are cancelled. Nothing is deleted: the signatures stay. In the library, Archived lists it, and Bring it back restores it.

Asking people to read by a date

From More, Ask people to read it by a date: choose the roles, the branches (a branch manager’s are her own), the day — a week ahead to start — and a note. Each person is told on their phone and finds it under To read and sign with your name and the day. It closes when they sign, and it works for a document nobody has to sign too. People already asked are not asked twice.

After the day the reading is late: the person is told, and you see them under Late reading in Who has signed, where Cancel assignment takes it off someone who no longer needs it.

Who has signed, and Remind

Who has signed lists every document people must sign, how many have, and at which branch someone has not — plus the reading that is late and the signatures that run out this week. Download the list gives it as a sheet. Head office sees every branch; a branch manager sees her own.

Tap the “not signed yet” line of a document to open its Signature log. It names who has not signed, with a Remind button for each person and one for everyone. A reminder goes to their phone and bell, and goes out once a day at most per person and document. The log also lists every signature — which version, and where it was given: in the app, from a checklist, from an inspection or from a follow-up — and Download the log saves it as a sheet.

Folders

Only head office makes folders: New folder in the library. With a folder open, head office can rename it or archive it; archiving a folder leaves its documents in the library, under All documents. A document is filed in a folder when it is added.

Where Documents connects

Checklists and inspections — in the step’s editor, pick a Procedure to sign first and tick Ask for a signature on it: the person signs it before the step goes through. A step marked Certificate needed can be finished only by someone whose signature on its document is current. See the Checklists and Quality guides.
Scheduling — a shift type lists Documents to sign first; a person is given that shift only once they have signed the current version. See Scheduling.
Follow-ups — a follow-up can link procedures (Link SOP) that its checker must read and sign before closing it. See Follow-ups.
Make a checklist from it or Make an inspection form from it — the form builder opens with the procedure as its source.

Linking is done by hand in the other app’s editor; the wait for the signature is automatic. A document’s Used in list shows every step, check, shift type and follow-up that relies on it, so you see what a change or an archive reaches.

Who is told what

Please read and sign — each person who must sign, when a document goes live or changes in a way that asks everyone again. Not for a small fix.
Read by a date, and Late — the people you ask (also by e-mail), and again if the day passes unsigned.
Sign again — a week before a signature runs out, for a document set to be signed again every few days.
Waiting for your approval — the reviewers who look after the document, never the person who sent it (also by e-mail).
Approved, and Sent back — the writer. A send-back carries the reason (also by e-mail).
Remind — the people a manager reminds.
Sign again before you finish — anyone who signed the old version inside a checklist or inspection that is still open, when the document changes in a way that asks everyone again.

Every alert is in the bell, in the reader’s own language, and opens the document. A phone alert needs phone notifications turned on in Settings.

Who may do what

Crew, staff and supervisors read documents and sign the ones they must. They can’t add or change documents.
Branch managers add and look after documents for their own branches, ask their people to read, see who has signed at their branches and remind them, and approve someone else’s change to a document they look after. They read and sign head office’s documents and can ask their people to read them, but they don’t change them.
Head office (the owner and admins) looks after every document and the folders. Only head office makes folders and can switch approval off.
Drivers don’t have Documents.

Questions

Why isn’t a document on my list?

A document is on your list only when it asks your role at your branch to sign. A document still waiting for approval, or archived, is on nobody’s list. You can still open any live document from the library.

It asks me to sign again, but I already signed. Why?

Someone changed it and chose “Yes — it changed what people do”, or your signature ran out because the document is set to be signed again every few days. A small fix would not ask.

What happens to the old version when I change a document?

It is kept. The signature log shows which version each person signed, and a signature counts until a change that asks everyone to sign again.

How do I make sure my team read a new policy?

Turn on People must sign it and pick the roles and branches. They find it in To read and sign, and Who has signed shows who has not — one tap reminds them.

I changed a document, but nobody sees the change.

If the document needs approval, your change waits until someone other than you approves it. Open the document: the version says whether it is waiting or was sent back.

Why can’t I edit this document?

If you are a branch manager, it belongs to head office: it names no branch, or a branch that isn’t yours. Ask head office to change it. You can still ask your own people to read it.

Remind says people were already reminded.

Each person can be reminded about a document once a day. Try again tomorrow.

A PDF doesn’t open inside the page on my phone.

A phone can’t show a PDF inside the page. Tap Open the PDF, read it, then come back and sign. A Word file offers Download the file instead.

Writing with AI says it isn’t set up.

Mihwar support can set it up, or an admin may have switched it off. You can always use Write a procedure to write it yourself from a template.

Can I move a document to another folder?

The folder is chosen when the document is added; there is no screen to move it afterwards.

What is in the sample?

Four short kitchen procedures, marked as sample, that ask nobody to sign — open one and sign it to see how it works. Removing the sample takes them away; your own documents stay.