Promulga
Documentation

User guide

What to do in Promulga as owner, reviewer, approver, Document Manager or reader.

How it works

Every governance document goes through the same stages, each with a deadline. You receive an e-mail when it is your turn; the button in the e-mail opens the right page. My tasks lists everything waiting for you.

Draft → Review → Revision → Approval → Published

Signing in

  • Your first e-mail contains a link to choose your password (valid 7 days).
  • Even better, add a passkey in My account: next time, click Sign in with a passkey and confirm with your fingerprint, face or PIN.
  • Forgot your password? Forgot your password? on the sign-in page sends a new link.

As owner: write and revise

  1. Open the document from the e-mail or My tasks.
  2. Either click Edit online (if your organisation uses the online editor), or Check out to download the Word file, edit it on your computer and Check in the new version (with a short note).
  3. The first page of the Word file is the cover page filled by Promulga: do not edit it.
  4. Click Submit for review (or for approval if there is no reviewer).
  5. After the review: answer each comment, mark it resolved, correct the text, then Submit for approval. A rejection brings the document back to you with the approver's comment.

As reviewer: comment

  1. Open the document; use Comment online to comment and suggest changes directly in the shared version, or download the latest file.
  2. Or write your remarks in the Comments section of the page (quote the section or page); you may attach an annotated copy.
  3. Click Review done. When all reviewers are done, the owner is notified.

As approver: decide

  1. Read the version submitted (online or download).
  2. Click Approve, or Reject with a comment explaining what must change. Every approver must approve; one rejection sends the document back to revision and cancels the approvals of the round.
  3. When the last approver approves, Promulga publishes the official PDF and informs everybody.

As Document Manager

  • Create documents (+ New document), choose type, owner, reviewers, approvers, tags, periodic review and acknowledgment.
  • Follow deadlines in My tasks (overdue stages), the Register and the Indicators.
  • Close a review that is stuck, change participants, start a new minor or major revision (with a change note) or withdraw a document from the portal.

Reading and acknowledging

  • The portal shows the official version in force of each document, browsed by topic, type or search; previous versions remain available.
  • When a document asks for it, sign in and click I have read and understood: your acknowledgment is recorded for the published version.

Absences and deputies

In My account > Absence and deputy, choose a deputy and the date until which you are absent. Your deputy receives your review and approval requests and can act on your behalf; the history says so.

Questions

  • Can I change a published document? No: a Document Manager starts a new revision; the published version stays in force until the next one is approved.
  • Where are the old versions? On the document page (Published versions) and on the portal.
  • Who sees my comments? The participants of the document and the Document Managers; never the public portal.
  • I received too many e-mails: reminders follow the deadlines set by your administrator; acting on the task stops them.