Templates

The Templates page provides two workflows for creating quality documents:

1. SOP Template Builder — Design reusable templates that define the section structure for SOPs (Purpose, Scope, Procedure, etc.).
2. In-App SOP Editor — Create documents from templates directly in the browser with a Confluence-inspired editor, AI content generation, and PDF/DOCX export.

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Browse SOP templates

1. On the left sidebar, select Templates.
2. The templates table lists all SOP templates with their name, category, number of sections, status, and creation date.
3. Each template shows a category badge (Manufacturing, Quality, Lab, Safety, Regulatory, Engineering, IT, or General).

Search for a template

1. On the Templates page, type a name or keyword in the Search templates field.
2. The table filters in real time to show matching templates.

Filter by category

1. On the Templates page, open the category dropdown to the right of the search field.
2. Select a category to narrow the list.
3. Select All Categories to reset the filter.

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Create an SOP template

1. On the Templates page, select Create Template in the top-right corner.
2. Enter a template Name and optional Description.
3. Select a Category (Manufacturing, Quality, Lab, Safety, etc.).
4. Add sections to define the template structure:
   • Rich Text — Free-form text content (purpose, scope, etc.)
   • Numbered Steps — Step-by-step procedure instructions
   • Checklist — Checkable list items for safety or verification
   • Table — Structured data with configurable columns (roles, revision history, etc.)
   • References — Document references and standards
5. For each section, set whether it is Required and add optional AI Guidance to help AI generate better content.
6. Drag sections to reorder them.
7. Select Save Template.

Tip

Use the Load Standard Sections button to start with the 10 standard SOP sections (Document Control, Purpose, Scope, Definitions, Roles & Responsibilities, Procedure, Safety, Approvals, References, Revision History).

Seed default templates

If no templates exist, select Seed Defaults to create pre-configured templates for Standard Operating Procedure, Work Instruction, and Quality Control Procedure.

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Create an SOP document (In-App Editor)

The in-app SOP editor lets you author documents directly in the browser without needing Word or PDF round-trips.

Start a new document

1. On the Templates page, select the Create Document icon (document with plus) on any template row.
2. The editor opens with all template sections ready to fill.

Editor layout

The editor follows a Confluence-inspired full-page layout:

• Title bar — Inline-editable document title, save status (Unsaved/Draft), and auto-save timestamp.
• Document Control header — Metadata fields: SOP Number, Department, Owner, Review Cycle, Effective Date, Approved By.
• Section blocks — Each template section as a collapsible, editable block with a section number, name, required badge, and AI Fill button.
• Bottom action bar — AI Fill All, Export, and Save & Close buttons.

Edit section content

Each section type has a purpose-built editor:

Section Type	Editor
Rich Text	TipTap rich text editor with formatting toolbar (bold, italic, headings, lists, links)
Numbered Steps	Auto-numbered step entries with add, remove, and reorder controls
Checklist	Checkbox items with add and remove controls
Table	Editable table with columns defined by the template (e.g., Role / Responsibility / Authority)
References	Document reference entries with code and title fields

Collapse and expand sections

Select the chevron toggle on any section header to collapse or expand the section content. This helps focus on one section at a time.

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AI content generation

Fill a single section

1. On any section header, select the AI Fill sparkle button.
2. The system uses AI to generate content appropriate for the section type, document title, and department.
3. Review and edit the generated content as needed.

Fill all sections

1. At the bottom of the editor, select AI Fill All.
2. All sections are generated sequentially.
3. Review each section and adjust content as needed.

Note

You must save the document at least once before using AI Fill. The document must exist in the system for AI generation to work.

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Save and auto-save

• Select Save Draft to save immediately.
• After the first save, the editor auto-saves every 30 seconds when changes are detected.
• The status indicator shows “Draft” with the last save timestamp.

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Preview

1. Select the Preview button in the top-right toolbar.
2. The editor switches to a read-only professional preview matching the PDF export format.
3. The preview includes a blue header banner, document control metadata table, numbered sections, and a controlled-copy footer.
4. Select Edit to return to editing mode.

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Export

Export as PDF

1. Select the more menu (three dots) in the top-right, then Export as PDF.
2. Or select Export in the bottom action bar, then PDF.
3. The system generates a professional PDF with a dark blue header, document control table, formatted sections, and page footer.

Export as DOCX

1. Select the more menu, then Export as DOCX.
2. Or select Export in the bottom action bar, then DOCX.
3. The system generates a Word document with title, metadata table, and formatted sections.

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Edit an existing SOP document

1. From the Documents page, select an in-app SOP document.
2. The SOP editor opens with the document’s saved content pre-populated.
3. Edit metadata, sections, and content as needed.
4. Select Save or wait for auto-save.

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Template actions

On the Templates page, each template row provides these actions:

Icon	Action
Document+	Create a new SOP document from this template
Pencil	Edit the template structure
Download	Download the template as a Word document
Duplicate	Clone the template
Star	Set as the default template
Trash	Delete the template

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Permissions

Action	Required Role
Browse and view templates	Any authenticated user
Create and edit templates	QA_Team, Admin
Create SOP documents	Any authenticated user
AI content generation	Any authenticated user
Export PDF/DOCX	Any authenticated user

Caution

Always review AI-generated content before publishing. While AI provides a strong starting point, you should verify accuracy, completeness, and compliance with your organization’s standards.

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Practical example: Creating an SOP template for equipment cleaning

Scenario: A QA Engineer needs to create a reusable template for equipment cleaning SOPs across multiple production lines in a medical device facility.

1. On the Templates page, select Create Template.
2. Enter the name Equipment Cleaning Procedure and description Standard template for validated cleaning procedures for production equipment per ISO 13485.
3. Select Manufacturing as the category.
4. Select Load Standard Sections to start with the 10 standard SOP sections.
5. Customize the template by adding two additional sections:
   • A Checklist section named “Pre-Cleaning Safety Checks” with items like “PPE donned,” “Area cleared of product,” and “Drain valves closed.” Mark it as Required.
   • A Table section named “Cleaning Agents” with columns: Agent Name, Concentration, Contact Time, Rinse Requirements. Add AI Guidance: List cleaning agents validated for use on stainless steel GMP equipment, including detergents and sanitizers.
6. Drag the “Pre-Cleaning Safety Checks” section above the “Procedure” section so operators see safety checks first.
7. In the “Procedure” section, add AI Guidance: Generate step-by-step cleaning instructions for pharmaceutical-grade stainless steel equipment including disassembly, wash, rinse, and visual inspection steps.
8. Select Save Template.

Now any team member can create a new SOP document from this template by selecting the Create Document icon on the template row. The template ensures every cleaning SOP follows the same validated structure, and AI Fill generates first-draft content tailored to each section’s guidance.