How to Use the SOP Feedback Feature in GembaDocs
Tiernan Hughes
Last Update 7 days ago
The feedback feature lets your colleagues submit comments and suggestions directly on any SOP. Once enabled, a QR code appears on your printed SOP PDFs so operators on the floor can scan and send feedback instantly. The SOP author gets notified by email, and you can reply and close out the feedback from within GembaDocs.
Here's how it works from start to finish.
Step 1 - Enable feedback as an admin
This switches feedback on for all SOPs across your account.
Step 2 - Turn on feedback for SOPs you already have
If you already had a library of SOPs before you enabled feedback, those existing SOPs will not have feedback turned on by default. You do not need to open and update each one by hand.
Go to Settings
Select SOP Requests and Feedback
Select Enable Feedback for All existing SOPs
Toggle Enable Feedback for All existing SOPs on
This turns feedback on for every SOP already in your account, not just the ones you create from now on. Turn the toggle off and feedback switches off across your existing SOPs too.
While you are on this screen, you can also toggle on Enable feedback QR Code as the last step for all SOPs PDF. This adds a feedback QR code as the last step of every existing SOP's PDF in one go, so you do not have to turn it on SOP by SOP in Advanced Settings.
Select Save once you have set both toggles the way you want them.
Step 3 - Generate the feedback QR code (on PDF)
Once feedback is enabled, a feedback QR code automatically appears on every SOP PDF. Print the PDF to generate the QR code for your operators.
You can also make the feedback option more prominent on the document if you want to make sure your team members don't miss it. This is done by switching on "Enable feedback QR Code as the last step for this SOP" in the Advanced Settings of an SOP.
Step 4 - Operators scan the QR code
Your colleague on the floor scans the QR code on the printed SOP. This opens a feedback form they can fill out and submit.
Step 5 - The SOP author gets notified
The originator of the SOP receives an email notification when feedback comes in. You can check your dashboard to see any new feedback as a dark blue icon will show in the bottom right corner of the SOP.
Step 6 - Review and reply
Click on the feedback to view the details and any clarification requests your team mate has raised. Feedback stays open until you deal with it. You can send a reply directly back to the person who submitted it.
Step 7 - Close the loop
Once you've addressed the feedback, mark it as done. That closes the feedback and keeps your SOP records clean.
Here's an SOP which shows you "How to Use the SOP Feedback Feature".
Here's how it works from start to finish.
Step 1 - Enable feedback as an admin
- Go to Settings
- Select SOP Requests and Feedback
- Toggle feedback on
This switches feedback on for all SOPs across your account.
Step 2 - Turn on feedback for SOPs you already have
If you already had a library of SOPs before you enabled feedback, those existing SOPs will not have feedback turned on by default. You do not need to open and update each one by hand.
Go to Settings
Select SOP Requests and Feedback
Select Enable Feedback for All existing SOPs
Toggle Enable Feedback for All existing SOPs on
This turns feedback on for every SOP already in your account, not just the ones you create from now on. Turn the toggle off and feedback switches off across your existing SOPs too.
While you are on this screen, you can also toggle on Enable feedback QR Code as the last step for all SOPs PDF. This adds a feedback QR code as the last step of every existing SOP's PDF in one go, so you do not have to turn it on SOP by SOP in Advanced Settings.
Select Save once you have set both toggles the way you want them.
Step 3 - Generate the feedback QR code (on PDF)
Once feedback is enabled, a feedback QR code automatically appears on every SOP PDF. Print the PDF to generate the QR code for your operators.
You can also make the feedback option more prominent on the document if you want to make sure your team members don't miss it. This is done by switching on "Enable feedback QR Code as the last step for this SOP" in the Advanced Settings of an SOP.
Step 4 - Operators scan the QR code
Your colleague on the floor scans the QR code on the printed SOP. This opens a feedback form they can fill out and submit.
Step 5 - The SOP author gets notified
The originator of the SOP receives an email notification when feedback comes in. You can check your dashboard to see any new feedback as a dark blue icon will show in the bottom right corner of the SOP.
Step 6 - Review and reply
Click on the feedback to view the details and any clarification requests your team mate has raised. Feedback stays open until you deal with it. You can send a reply directly back to the person who submitted it.
Step 7 - Close the loop
Once you've addressed the feedback, mark it as done. That closes the feedback and keeps your SOP records clean.
Here's an SOP which shows you "How to Use the SOP Feedback Feature".