Process Documentation System

Automated SOP creation and maintenance tool

Intelligent system for creating, maintaining, and distributing Standard Operating Procedures (SOPs) and process documentation. Uses AI to generate documentation from task recordings and maintain up-to-date procedures automatically.

Purpose: Eliminate documentation debt | Ensure compliance | Knowledge retention

• 📝 AI-Powered Documentation - Generate SOPs from screen recordings and descriptions
• 🔄 Version Control - Track all changes with full history
• 📋 Template Library - Pre-built templates for common processes
• 🔍 Smart Search - Find procedures quickly with AI-powered search
• ✅ Approval Workflows - Review and approve documentation changes
• 📊 Usage Analytics - Track which SOPs are most viewed
• 🔔 Update Notifications - Alert teams when procedures change
• 📱 Multi-format Export - PDF, Markdown, HTML, Confluence

• Python 3.8+ - Core application
• FastAPI - REST API
• PostgreSQL - Database
• OpenAI GPT-4 - AI documentation generation
• Markdown - Documentation format
• Pandoc - Format conversion

# Clone repository
git clone https://github.com/vibrantvas/process-docs.git
cd process-docs

# Setup environment
python -m venv venv
source venv/bin/activate

# Install dependencies
pip install -r requirements.txt

# Configure
cp .env.example .env
# Add API keys

# Initialize database
python init_db.py

# Run application
python run.py

from process_docs import DocumentGenerator

# Initialize generator
generator = DocumentGenerator()

# From description
sop = generator.from_description(
    title="Client Onboarding Process",
    description="Process for onboarding new clients...",
    steps=[
        "Receive inquiry",
        "Schedule consultation",
        "Send proposal",
        "Sign contract",
        "Initiate onboarding"
    ]
)

# From recording
sop = generator.from_recording(
    video_path="recordings/onboarding.mp4",
    title="Client Onboarding Process"
)

# Save and publish
sop.save()
sop.publish()

from process_docs import DocumentSearch

search = DocumentSearch()

# Search by keyword
results = search.query("client onboarding")

# Search by category
results = search.by_category("Sales")

# Find similar processes
similar = search.find_similar(sop_id="12345")

• Convert bullet points to detailed procedures
• Generate steps from video recordings
• Create diagrams and flowcharts
• Suggest best practices
• Auto-format for consistency

document:
  id: SOP-001
  title: "Client Onboarding"
  version: 2.3
  author: "Ashlee McCarty"
  last_updated: 2025-10-19
  changes:
    - v2.3: "Added contract signing step"
    - v2.2: "Updated consultation process"
    - v2.1: "Initial version"

• Client Onboarding
• Employee Onboarding
• Monthly Reporting
• Crisis Management
• Data Backup Procedures
• Security Protocols
• Customer Support Workflows

• PDF - Professional formatted documents
• Markdown - GitHub/GitLab compatible
• HTML - Web publication
• Confluence - Direct integration
• Notion - Import to Notion workspace

process-docs/
├── app/
│   ├── api/              # API endpoints
│   ├── models/           # Data models
│   ├── services/         # Business logic
│   └── utils/            # Utilities
├── templates/            # SOP templates
├── docs/                 # Documentation
├── tests/                # Tests
└── requirements.txt

# Documents
GET    /api/documents
POST   /api/documents
GET    /api/documents/:id
PUT    /api/documents/:id
DELETE /api/documents/:id

# Templates
GET    /api/templates
POST   /api/templates
GET    /api/templates/:id

# Search
GET    /api/search?q={query}
GET    /api/search/category/:category

# Export
GET    /api/export/:id?format=pdf
GET    /api/export/:id?format=markdown

• Document all operational procedures
• Ensure regulatory compliance
• Train new employees faster
• Maintain institutional knowledge
• Standardize processes across teams

• Create client handoff documentation
• Document recurring tasks
• Build process libraries
• Share best practices
• Onboard new team members

• ✅ 80% faster documentation creation
• ✅ 100% process compliance
• ✅ 50% reduction in training time
• ✅ Complete knowledge retention
• ✅ Always up-to-date procedures

• Core documentation engine
• AI-powered generation
• Version control
• Visual process builder (drag-and-drop)
• Screen recording integration
• Mobile app
• Confluence/Notion integrations
• Multilingual support
• Video tutorials
• Interactive walkthroughs

• Quick Start
• User Guide
• API Reference
• Templates Guide

See CONTRIBUTING.md for guidelines.

Ashlee McCarty
Founder, Vibrant VA Services

• 📧 Email
• 💼 LinkedIn
• 🐙 Credentials
• 📂 Portfolio

MIT License - see LICENSE file

Made with 💜 by Vibrant VA Services