Documents & SOPs
Documents is where your standard operating procedures and policies live — organized in folders, versioned on every replace, and (when you choose) gated behind a read-and-sign acknowledgement so you can prove a staff member actually read the SOP. It is also where a critical checklist item points when it cites the procedure a worker must follow.
A 30-second tour
Open Documents. Files are grouped in folders; each document keeps its version history. Staff see the documents they are allowed to read and a clear prompt for any SOP they still need to acknowledge.
Upload & versioning
Upload a file (it is stored in object storage, not the database — the app keeps a reference, not the blob). When you replace a document with a new file, Mihwar bumps the version rather than overwriting, so the history of what was in force and when is preserved. That matters when an inspector asks which version of a procedure staff were trained on last March.
Read-and-sign acknowledgements
A document can be marked as requiring acknowledgement, scoped to specific roles and locations. Affected staff get a prompt to read it and sign; managers can read the org-wide acknowledgement audit at Review and per-document at /documents/<id>/acknowledgements.
Where Documents connects
- Checklists & Quality — an SOP-ack gate blocks a critical step until the cited procedure is signed.
- Scheduling — the certification gate reads acknowledgements: if a food-handler card on file has lapsed, Scheduling will not roster that person. (See Scheduling & time.)
- CAPA — an investigation can link the SOP that should have prevented the failure.
AI authoring
Do not have the SOP written yet? Open Create with AI. Pick a template — SOP, Recipe, Policy, Training, Audit Checklist, or HACCP plan — describe your operation, and Mihwar drafts a structured document. It streams as it writes, you can regenerate any single section, and you save the result straight into the library as a normal (versioned) document.
Review & approval
Document changes can run through a review queue at Review. Approving a version is a separate privilege from editing it — by design, so an author with edit rights cannot approve their own draft.
Export
Any document can be exported to PDF or Word (.docx) — useful for printing a binder copy or sharing with someone outside the app. Arabic documents export with correct right-to-left layout and fonts.
Training assignments
Documents can be assigned as training. Staff see what is assigned to them at My training, and managers track who has completed what at Coverage.
Permissions — who can do what
- documents:read — view documents and acknowledge your own required SOPs.
- documents:write — upload documents, create folders, edit your own uploads.
- documents:manage — edit or archive any document, scope which roles and locations must acknowledge, and read the org-wide acknowledgement audit.
- documents:approve — approve or reject versions in the review queue. Kept separate from manage so an author cannot approve their own draft.
FAQ
What happens to the old version when I replace a document?
It is kept. Mihwar bumps the version instead of overwriting, so the audit trail shows which version was in force at any point — and acknowledgements stay pinned to the version the staff member actually read.
How do I make sure staff have read a new policy?
Mark the document as requiring acknowledgement and scope it to the relevant roles and locations. Affected staff are prompted to read and sign, and you can see exactly who has and has not from the acknowledgement audit.
Can I require the SOP be re-read after I update it?
Yes. Because acknowledgements are tied to a specific version, an update can require a fresh acknowledgement — the previous sign-off does not silently carry over to the new text.