Automated version control on policy/procedure updates

Purpose

1. Automate tracking, saving, and documenting every change to corporate policies and procedures for compliance and transparency within an architects association.

2. Automate the capture of version history, user modifications, and timestamps for audit trails.

3. Enable automated notifications and document distribution to relevant stakeholders after any policy or procedure update.

4. Automate the backup and restoration processes to ensure document integrity.

5. Enable automated reviews and approvals, ensuring all changes pass designated workflows before being finalized.

6. Help architectural professional bodies maintain regulatory compliance and internal accountability.

Trigger Conditions

1. When a user edits, uploads, or replaces a policy or procedure document in the document repository.

2. On initiation of a review or approval workflow for any policy/procedure documentation.

3. When a document status changes to “final,” “approved,” or “published.”

4. On scheduled audits (e.g., quarterly compliance reviews) where version logs are automatically generated.

5. When a rollback to a previous document version is requested or executed.

Platform Variants

1. Microsoft SharePoint

• Feature/Setting: Automate “Versioning Settings” in document library; set “Require Check Out” to track edits.
  
• Sample configuration: Enable version history and configure approval workflows using Power Automate integration.
  

2. Google Drive (Workspace)

• Feature/Setting: Automate using “Google Drive API” with “Revisions” endpoint to track/document version updates.
  
• Sample configuration: Script automated notifications and comprehensive revision logs using Apps Script triggers.
  

3. Dropbox Business

• Feature/Setting: Automate “File Version History” and webhook triggers for folder monitoring.
  
• Sample configuration: Set up automated backup flows and notifications for document changes.
  

4. Box

• Feature/Setting: Automate “File Collaborations” and “Version History” via Box API webhooks.
  
• Sample configuration: Configure webhooks to automate review/approval tasks after document edits.
  

5. Confluence (Atlassian)

• Feature/Setting: Automate version control using “Page History” and “Workflow” macro.
  
• Sample configuration: Trigger custom automation rules on page update events for documented procedures.
  

6. GitHub

• Feature/Setting: Automate with “repos/contents” and “commits” endpoints for document change tracking.
  
• Sample configuration: Use GitHub Actions to automate policy file versioning and audit logging.
  

7. GitLab

• Feature/Setting: Automate using API pipelines for “Repository Commits” and approval flows.
  
• Sample configuration: Auto-generate compliance logs when policy markdowns are changed.
  

8. Notion

• Feature/Setting: Automate “Page Version History” using the Notion API.
  
• Sample configuration: Integrate automators for update tracking and automated notifications to channels.
  

9. Zoho WorkDrive

• Feature/Setting: Automate through “Activity API” for document uploads, updates, and version checks.
  
• Sample configuration: Automate notification and approval flows for document edits.
  

10. Salesforce Files

• Feature/Setting: Automate file versioning and “ContentVersion” endpoints for tracking.
  
• Sample configuration: Configure automated approvals on file updates using Process Builder/Flow.
  

11. DocuSign CLM

• Feature/Setting: Automate using “Version Control” and “Workflow” APIs in contract lifecycle.
  
• Sample configuration: Setup automatedly triggered e-signature and approval tasks.
  

12. Egnyte

• Feature/Setting: Automate version history and “Audit Reports” via Egnyte Public API.
  
• Sample configuration: Invoke automatic alerts on policy/procedure file alterations.
  

13. Monday.com

• Feature/Setting: Automate board updates with “File Versioning” and “Automations Center.”
  
• Sample configuration: Automate review and approval tasks post-edit with custom automators.
  

14. Smartsheet

• Feature/Setting: Automate with “Attachments” and “Cell History” tracking.
  
• Sample configuration: Set up automatable triggers for policy/procedure version reviews.
  

15. M-Files

• Feature/Setting: Automate using “Version Control” and “Workflow Automation” built-in.
  
• Sample configuration: Configure events for document lifecycle state changes.
  

16. Laserfiche

• Feature/Setting: Automate versioning and “Business Process Automation” for compliance workflows.
  
• Sample configuration: Trigger approval tasks and archiving upon policy change events.
  

17. AODocs

• Feature/Setting: Automate document versioning and “Workflow Automation” for Google Drive.
  
• Sample configuration: Automatically enforce new version checks and process approvals.
  

18. OneDrive for Business

• Feature/Setting: Automate version history via OneDrive’s “Versions” setting and Graph API.
  
• Sample configuration: Script auto-notify and backup automation after edits.
  

19. BambooHR

• Feature/Setting: Automate company policy acknowledgment flows using “Document Management API.”
  
• Sample configuration: Enforce automated review logs and track staff acknowledgments.
  

20. AirTable

• Feature/Setting: Automate with “Record Revision History” and “Automations.”
  
• Sample configuration: Initiate automated workflows for update approvals and version retention.
  

Benefits

1. Comprehensive automation reduces manual tracking and eliminates human error.

2. Automates audit readiness with instant access to historical versions and change logs.

3. Ensures all stakeholders are automatedly notified of critical updates, reducing information gaps.

4. Supports regulatory compliance and internal accountability with detailed automated audit trails.

5. Automates approval workflows, streamlining adoption and communication for new policies/procedures.

6. Enhances document security and integrity through systematic, automated backups and restorations.