Importing Standards
If your practice already has procedures written down in Google Drive or OneDrive, you don't need to retype them. An import reads a batch of documents, and SOPHIE turns each one into a draft standard: she fills in the title, owner, assignees and schedule. You then review every draft beside its original before anything is saved.
Imports save drafts only. Nothing is published, and nothing in your drive is changed.
Before you start
Connect your own Google Drive or OneDrive account. Connections belong to each person, not the practice, and SOPHIE only reads your documents. She never edits, moves or deletes anything. You can connect from the import screen itself, or ahead of time in Settings › My account › Connections.
| Google Drive | OneDrive | |
|---|---|---|
| Where from | My Drive and shared drives | Your OneDrive and shared libraries |
| What it reads | Google Docs, Sheets and Slides; Word, PowerPoint, Excel, PDF and text files | Word, PowerPoint, Excel, PDF and text files |
| Not yet | Images and video. Whole folders: open the folder in the picker and select its documents. | Images and video |
If neither option is available, your practice may have turned these services off. The screen says No document storage is set up here yet. Ask whoever manages your practice's settings to check Settings › Integrations.
Start an import
- Go to Standards and click Import. The Imports page lists past imports.
- Click New import (or Start an import the first time).
- Where are your documents? Choose Google Drive or OneDrive. If you're not connected yet, click the card to connect. You'll come straight back.
- Pick your documents:
- Google Drive: select the documents themselves in the picker.
- OneDrive: you can pick a whole folder. SOPHIE reads every document in it and sorts them into Look like procedures (ticked for you), Might be procedures and Probably not procedures. Tick or untick documents as needed, or use Tick all / Untick all. Reading a big folder takes a little while. You can leave, and the list will be waiting under Imports when you come back.
- Ready to import N SOPs. Optionally pick Spaces to limit these standards to certain locations. Leave it empty for every space.
- Click Import N SOPs.
SOPHIE now drafts a standard from each document. A banner shows progress ("Importing 12 documents — 5 of 12 ready"). You can leave the page while she works.
Review and save the drafts
Each document lands in Needs review. Open an import to review it:
- The original document is shown beside SOPHIE's Draft SOP card. The card works just like the draft cards in Create with SOPHIE: check the title, owner, assignees, schedule and steps, and change anything that's off.
- Move between documents with Previous and Next, or press J and K. Press X to tick a draft.
- Click Save N ticked to save the drafts you've ticked. You'll see Saved as Draft: "In SOPs › Drafts. Nothing was published."
- Skip a document you don't want as a standard.
Use the filters at the top to see Needs review, Saved, Skipped, Couldn't import or All. Changed your mind? A saved draft can go Move back to Needs review, and a skipped one can be reviewed with Review it after all.
When everything is handled, you'll see Import finished, with how many were saved, skipped or couldn't be imported. Click Go to Drafts in SOPs to see your new standards.
When a document couldn't be imported
If SOPHIE couldn't make a draft from a document, it shows "… couldn't be imported" with three choices: Try drafting again, Open original or Skip this document.
Come back later
You don't have to finish in one sitting:
- An amber dot on the Import button means drafts are waiting for review.
- A banner on the Standards page says your import is waiting for you, with how many you've reviewed. Click Resume review to continue.
- When you return to an import, SOPHIE offers Pick up where you left off.
Good to know
- A draft needs an owner and an assignee to save. If SOPHIE couldn't work them out from the document, set them on the card first. The page tells you how many still need them.
- Imported standards are drafts. Publish each one when you're happy with it. See Review and publish.
- Large folders: SOPHIE reads up to the first 60 readable documents in a folder, in name order. For bigger collections, import in several batches, folder by folder.
- Your originals are untouched. SOPHIE keeps her own copy of each document's text so the review can show it.
- Single documents are often quicker to bring in through Create with SOPHIE, where you can attach a file and talk through the draft.