The building blocks
Everything is organized in one chain, from your organization down to the documents.
Roles and access
Every member has one role. The person who creates an organization is its first Admin.
- Viewer. Reads what has been published, searches and exports. Suited to the wider team who only need to follow the procedures.
- Contributor. Writes documentation. Creates processes and sub-processes in their departments, becomes the owner of what they create, edits and submits their own drafts, and approves submissions when they are the department owner.
- Risk Manager. Owns the Risk & Controls section. Reads every department but cannot edit or approve SOPs. Admins cannot see Risk & Controls unless they also hold this role.
- Admin. Manages the organization: structure, team, access, settings and audit log. Approves when a department has no owner. We recommend at least two admins.
Role comparison
| What they can do | Viewer | Contributor | Risk Manager | Admin |
|---|---|---|---|---|
| See published SOPs and policies | ✓ | ✓ | ✓ | ✓ |
| Search and export (unless an admin turns export off) | ✓ | ✓ | ✓ | ✓ |
| Comment on SOP steps | ✓ | ✓ | ✓ | ✓ |
| Create processes and sub-processes | – | in their departments | – | ✓ |
| Edit and submit documents they own | – | ✓ | – | ✓ |
| Approve or send back a submission | – | if department owner | – | if no owner |
| Create policies and departments, set owners | – | – | – | ✓ |
| Delete processes, sub-processes and policies | – | – | – | ✓ |
| Invite people, change roles and department access | – | – | – | ✓ |
| Audit log, organization settings and public links | – | – | – | ✓ |
| Risk & Controls: build, review and approve the RCM | – | – | ✓ | – |
Department access
Access to processes is controlled department by department.
- When you invite someone, choose all departments or specific departments. You can change it later from the Team page.
- People see the processes and sub-processes of the departments they have access to. Admins and Risk Managers see all departments.
- Policies are visible to everyone in the organization.
- The owner of a department can always see it, whatever their access list says, so they can review what is submitted there.
- Contributors can create only inside the departments they have access to.
Approvals
Nothing is published until someone other than the author has approved it.
The reviewer can instead send it back with a comment. It returns to Draft with the comment attached, and the owner fixes it and resubmits.
Who approves
- The department owner approves every SOP, sub-process SOP and policy filed under their department.
- An admin approves instead when the department has no owner, or when the department owner is the one who submitted the item. Nobody approves their own work.
- Admins who submit cannot approve their own submission, unless they are the only admin in the organization.
Every approval creates a numbered version, and every approval or send-back is recorded in the audit log with who did it and when.
Ownership
Owners are an assignment, not a role.
- Any Contributor or Admin can be the owner of a department, process, sub-process or policy.
- When a Contributor creates a process or sub-process, they become its owner automatically. It starts as a draft and goes through approval like anything else.
- Admins can create structure without an owner and assign one later. If you assign someone who has not joined yet by entering their email, they are invited, and the ownership is theirs as soon as they accept.
- Only the owner (and admins) can edit a draft. Owners of a department approve, as described above.
- Anyone in the organization can comment on SOP steps. Authors and admins can resolve or remove comments.
Versions and audit
- Each approval produces a numbered, read-only version that can be reopened later. Versions cannot be edited or deleted.
- To change a published SOP, the owner starts a new draft. The live version stays exactly as it is until the new one is approved.
- The audit log records who created, submitted, approved, sent back, exported or deleted what, and when, along with changes to roles, access and settings. Entries cannot be edited or removed. Admins can open it from the profile menu.
Policies
Policies follow the same rules as SOPs. An admin creates a policy under a department and assigns an owner; the owner writes it and submits it; the department owner approves it (or an admin, if there is none). Approved policies are versioned. Unlike processes, every member can read published policies, whatever their department access.
Risk & Controls
A separate section for the Risk Manager, built on top of your SOPs.
- Only the Risk Manager role can open it. The risk fields (control ID, rating, nature, whether a control is key, evidence) live here, not in the SOP.
- The Risk Manager imports the controls from published SOPs, reviews and edits them, and approves the RCM process by process.
- The RCM never updates automatically. When a published SOP changes in a way that affects it, the process is flagged "SOP changed". The Risk Manager reviews the differences and chooses what to carry over. The RCM cannot be approved until that review is done.
- An optional AI gap review looks for risks and missing controls across processes. Suggestions are only suggestions: the Risk Manager accepts or dismisses each one.
- The matrix exports to Excel and PDF, with an option for approved controls only.
How the AI works
Five ways AI helps: three for writing, one for visualizing and one for risk review. It is always optional, always on request, and always reviewed by a person.
Create
Starting from nothing
Describe the process in a few rough lines, typed or dictated. The AI writes a complete SOP or policy in the form, with sensible steps and controls.
- Rough notes are fine
- Lists what it assumed so you can check it
- Never invents names, amounts or systems
Polish
You already have a draft
Tidies what you have written: clearer wording, shorter sentences, gaps filled. You can add an instruction such as "make it more concise".
- Keeps your meaning
- Shows exactly what changed
- Works on SOPs and policies
Import
You have an existing SOP
Upload Word, PDF, Excel or text, or paste it in. The AI sorts it into the sections of the form and keeps your wording.
- One document at a time, up to 15 MB
- Report of what was found
- SOPs only
Flow chart generator
You want to see the process
Turns the steps already written in your SOP into a process flow chart, so people can follow the process at a glance.
- Built from your own steps
- Needs at least two steps
- Review it before you save
Risk & Controls gap review
For the Risk Manager
Reviews the controls in your SOPs and suggests risks that are not covered and controls that may be missing.
- Risk Manager only
- Suggestions, never changes
- Accept or dismiss each one
What is true for all of them
- You are always in control. AI output lands as a suggestion or an unsaved draft. Nothing is saved, submitted or published until a person does that, and Undo AI changes restores what was there before.
- It goes through the same approval. AI-written content is approved by the same reviewer, under the same rules, as anything written by hand.
- Only what you submit is sent. The text you type, paste or upload for that one action is sent to the AI. Nothing runs in the background.
- It is optional. Everything in Processly works without AI.
Security and data
- Sign-in
- With a Google account, personal or Google Workspace, so there are no extra passwords to manage.
- Separation
- Each organization's data is separated at the database level. Access rules are enforced by the server, not just the screen.
- Where data lives
- On Google Cloud in Mumbai (asia-south1).
- Audit trail
- Every approval, export and change to access is logged and cannot be edited.
- Your control
- Admins decide who joins, which departments they see, and whether documents can be exported, printed or shared.