Standard Operating Procedures (SOP)

An SOP (Standard Operating Procedure) in Glacis is a multi-step business procedure that defines how a process should run from start to finish. While a workflow automates a single task in seconds, an SOP coordinates multiple steps over days or weeks — with different people responsible at each stage.

What an SOP contains

An SOP is made up of steps. Each step represents a phase of the procedure:

• Step name and description — what happens in this phase

• Assigned to — who is responsible

• Reviewed by — who checks the work (optional)

• Contact — the external party involved (optional)

• Linked workflow — automation that runs during this step

• Required documents — files that need to be collected

SOP lifecycle

SOPs have two states:

• Draft — being designed, not yet available for use

• Live — published and ready to be assigned to records

When an SOP is assigned to an order or shipment, an instance is created. The instance tracks progress through each step:

Planned → In Progress → Completed (or Failed / Cancelled)

Example: Purchase order lifecycle SOP

Step 1: Order Received (assigned to: Procurement Team)
  → Workflow: Extract order data from email, create order
Step 2: Order Confirmation (assigned to: Procurement Manager)
  → Workflow: Send confirmation to supplier
Step 3: Document Collection (assigned to: Logistics Coordinator)
  → Required documents: Invoice, Packing List, BOL
Step 4: Shipment Booking (assigned to: Logistics Team)
  → Workflow: Create shipment, notify freight forwarder
Step 5: Delivery Verification (assigned to: Warehouse Manager)
  → Workflow: Confirm receipt, close order

How SOPs connect to other features

• Orders and shipments — SOPs are assigned to records, appearing in the Execution view

• Workflows — each SOP step can trigger a workflow for automation

• Document checklists — SOP steps can require specific documents

• Tasks — SOP step completion can create follow-up tasks

To learn how to create SOPs, see How to Create an SOP.

Need help?

If you have questions or run into issues, we're here to help:

• Chat with us — use the support widget in the bottom-right corner of Glacis

• Email — reach us at support@glacis.com