Policy and procedure management software

Ulysses is controlled document management software for policies, procedures and forms. It helps your team start from a template, route reviews and approvals, publish the approved version and see what is due for review, all in one workspace that runs on SharePoint Online and Microsoft 365.

The problem: which version is current?

Policies are revised. Procedures are copied, emailed and saved locally. Before long, people are working from documents nobody meant them to use. Old copies keep circulating after a change, approvals wait in inboxes with no clear owner, and review dates pass without anyone noticing.

Policy and procedure management is the discipline of preventing that: every document has an owner, a clear route to approval, a published version people can trust, and a review date someone can see.

From first draft to archive

Ulysses manages a policy or procedure through six stages.

1. Create. Start from the home page or the document library, using a searchable template library organised by category, including HR, Finance and Technical. Each document records its type, number, risk rating, requestor, reviewers and approvers.
2. Review. Request a review from the document actions menu. Turn feedback into improvement tasks, each with an owner, a due date and a status.
3. Approve. Request approval, choose the approvers, add comments and pick the route: independent approval, where all approvers are notified at once, or in-order approval, where they respond one after another.
4. Publish. Release the approved document with a deliberate Publish action. Readers search from the home page or use quick links to Policies and Procedures.
5. Replace or withdraw. When a policy changes or is withdrawn, use the supersede or obsolete actions as part of your document control process.
6. Archive. Keep historical content in its own Archive area, apart from the documents people use every day.

The features page shows these stages in the real product, and how Ulysses supports ISO 9001 document control maps them to document-control objectives.

Keeping policies and procedures in review

The Report Dashboard brings document status and approval status together. It separates live and published documents from overdue or expired documents and those about to expire within three months. A register lists each document’s number, type, risk rating, owner, requestor, published date and next review date, and document owners and quality teams can filter, search and export it.

My Tasks on the home page shows each person the improvement work they own, with its linked document, due date and status.

What to confirm in a demonstration

Every organisation’s policy process is different, so we confirm the details with you during solution scoping rather than assuming them. Useful things to ask:

• How your policy, procedure and form types, numbering and owners map into Ulysses.
• Who can publish, and how review completion and publication approval are kept separate.
• Whether your process needs staff to confirm they have read a policy, and how you would handle that alongside Ulysses.
• What readers see when a policy is superseded or made obsolete.
• Your Microsoft 365 and SharePoint Online configuration, licensing and implementation. How Ulysses works with SharePoint Online.