The SOP importer turns existing SOP documents into Smart Access SOPs, so procedures don't need to be retyped or rebuilt by hand. This article explains what the importer does, how to prepare documents for the most accurate results, how a new template is validated, and what every import notice includes.
In this article:
What the SOP importer does
The importer reads your SOP document and builds a Smart Access SOP from it: sections, steps, images, tables and supporting details. It saves you the work of retyping or rebuilding procedures.
Every import is a draft for review, not a publish-ready version. Plan a short review of each imported SOP before you publish it to your teams. Most of the time goes on checking section breaks and step numbering.
Before you import: preparing your document
These conventions give the most accurate results. None of them is required, but each one cuts down review time.
One heading per process. If a process has a part that starts again at step 1, give that part its own heading, for example, “Processing a return – Verify delivery status”. Without a separate heading, the importer continues the numbering from the part before.
Put steps in tables or numbered lists. Step-and-action tables import most reliably.
Flatten annotated images. If you’ve drawn arrows, boxes or callouts on a screenshot in your PDF editor, export or screenshot the annotated view as one image. Otherwise, the annotations import as separate pieces.
Use heading styles consistently. Use real heading styles, not bold text, to mark sections.
Check headings for typos. A misspelt heading can start an extra section.
You don’t need a table of contents. Smart Access builds its own section navigation in the sidebar.
Send the exact version you want. Name the file with the SOP number and version so we import the right one.
Working with us on a new template
When you first send us SOPs in a template we haven’t seen before, we run a short validation with you:
You send a few sample SOPs and confirm the exact files and versions.
We import them into a project you can see, then send you a link to each imported SOP, the project it’s in, and its SOP ID.
You compare each import with your original and mark anything that’s wrong. A screenshot with a note (“this should be its own section”) is enough. You don’t need to change your source files.
We tune the importer for your template and re-import the same samples so you can check them again.
Once you’re happy with the samples, we import the rest.
What we’ll always send you
When we tell you an import is done, you’ll get:
a link to each SOP, its SOP ID and the project it’s in
which file and version we used
anything we fixed by hand, and anything left for you to review
If you get an import notice without those details, ask us for them.
💡 Tip: If you get stuck at any step, reach out using the in-app chat icon or email [email protected].
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