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Turn your procedures manual into living procedure cards: imported from the PDF, owned by positions, bound to the forms, routes and documents that run them, published with approval and measured against their standard duration.

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Find your next step

The Procedure library is a Beta feature. Available controls depend on your role: see Permissions and availability.
KayanOS Procedure library home for a ministry of finance: the Public Debt directorate's 46 cards imported from its manual, with their unit, owner, standard duration, health and version.

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Steps, examples, and reference

Many public bodies keep their procedures in a PDF manual: a framework section, the directorate’s units, numbered cards («بطاقة إجراء») with their purpose, responsibility, standard duration, legal basis, inputs, outputs and steps, swimlane flowcharts, a linkage table and annexes. A PDF cannot stay true: the card text and its flowchart disagree about who signs, durations are left blank, and nobody is told when a law changes.In KayanOS each card is a record with a stable identity (code, unit, owner position) and versions. A version is edited as a draft, checked, approved and published; readers always see the version in force, and auditors can read any version as it was on a date.Example used throughout: the Ministry of Finance imports «دليل بطاقات إجراءات مديرية الدين العام» (273 pages, 46 cards). Card 3.2.3 «الضمان الحكومي الداخلي» says the Deputy Minister signs, while task 8 of its flowchart has the Minister sign. The import turns this into a decision, and step 8 is bound to the authority action «Sign a government guarantee», so the authority matrix decides the signer by the guarantee’s amount.

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Open the library

  1. Open Procedure library from the apps (a sibling of Services).
  2. The unit tree groups cards by directorate and department; Cards I own and Cards I take part in follow your positions.
  3. The tiles count steps without a binding, open import conflicts, reviews due, change requests and amended legal references. Select a tile to filter the list.
  4. Search by number, title, legal reference or step text, or filter by status, health, owner, how a card starts and what it produces. Switch between the list, cards and the linkage map.
Restricted cards show by title only to people outside their readers.

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Import a PDF manual

  1. Choose Import a PDF manual, pick the file, its unit and its confidentiality level.
  2. Detect structure reads every page: text pages from their text layer (repairing damaged Arabic glyphs and mirrored brackets), scanned or damaged pages by AI page reading, only when the manual’s confidentiality is within your organisation’s AI limit and the library’s import limit. Above the limit nothing is sent to AI and those pages are listed for review.
  3. Review cards shows each extracted field next to the page it came from, with its confidence. Approve, edit or skip each card, and match the manual’s units to your org units.
  4. Resolve conflicts lists where the card text and its flowchart disagree (signer, threshold, chain, duration). Choose one source, another value, defer it to the next edition or send it to the owner. Bulk rules settle repeated cases at once, for example «the duration column is blank in 31 flowcharts: take the card’s standard duration». Signer and threshold conflicts can be referred to the authority matrix and sent to its conflict queue.
  5. Create drafts creates one draft card per approved card. An import never publishes.

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Edit a card

The editor has one section per part of the card, each with a help icon (explanation, use cases and an example):
  • Overview and responsibilities: code, title, unit, owner and expert positions, editors, visibility, variants and the public Service it backs. The responsibility chain is derived from the steps.
  • Legal basis: citations from the shared legal-references register; amending a reference makes the review of every card citing it due.
  • Inputs and outputs: what starts the procedure, the required documents per variant and what it produces.
  • Steps: type, lane, executor, conditions, duration and bindings; a list or swimlane view.
  • Durations and stages: the standard duration, stage targets that add up to it and stop-the-clock reasons.
  • Linkages, Versions (compare any two), Insights settings, Test (a dry run on a scenario), Health and Permissions.
Drafts save automatically; two people editing the same section are told before one overwrites the other.

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Bind steps to what runs them

Choose Add binding on a step to point it at the configuration that runs it: a record type or action, a form, an approval route, a Correspondence letter type or dossier, a ledger posting, a committee, an internal procedure (automation), a step template, an Issue official document action, or an authority matrix action. Pickers list only published targets you can see; the library never changes them. A step can also be manual on purpose.A signature or approval step bound to an authority action shows today’s signer on the card page («Today: …», with the delegation decree when one applies). Archiving a target marks its steps as broken and blocks new starts until the binding is fixed. Publishing writes the card’s bound steps to the authority action, so the action catalogue shows which cards use it.

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Publish a version

  1. Choose Review and publish. The dialog lists what changed (breaking, normal, minor), the health checks, and the approval stages of the «Publishing approval» policy (Settings › Publishing approval › Procedure cards).
  2. Set the effective date, what happens to running cases, the review cycle and a change note for readers.
  3. Send for approval. Each stage’s approvers decide; separation of duties keeps the draft’s editor from approving it when the policy asks for it. With no stage that applies, the version publishes directly.
  4. On publish the previous version is superseded, a frozen print copy with a QR verification code is kept, the review cycle restarts, readers are notified and the Service guide is updated when the card syncs with one.
Publish now without approval is for emergencies only, when the policy allows it; such a version gets a review within the policy’s days.

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Read, print and start a procedure

  • The card page shows the version in force, your role in it, today’s signer of bound steps, the legal basis and the linkages. As it was in force on… opens an earlier version.
  • Print produces the card, the card with its swimlane, or the whole directorate manual with the letterhead and a QR code; scanning it shows whether that version is in force or superseded.
  • Start procedure opens a case pinned to the version in force, from a registered incoming letter or without one, once Cases are available. A letter opens at most one case.
  • On a phone the card reads as a list of steps.

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Reviews and change requests

  • Every card has a review cycle (12 months by default) and early reviews on an amended legal reference, a performance alert or several open change requests. My reviews lists them; confirm without change (with a note), defer up to 30 days, or start a new draft.
  • Anyone can Suggest a change on a card or a step. The owner and the expert triage it; accepted requests are listed in the next draft.
  • Reviews, change requests, approvals and linkages to accept also show in «Waiting for you» and «My work».

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Automations, search and My Work

  • The internal-procedure trigger When a Procedure Card Changes starts an automation when a version is published or a review falls due, narrowed to one card code if needed.
  • The internal-procedure step Start Procedure (kayan.procedures.start) opens a case of a card from an automation; a retry of the same run step answers the same case.
  • In ⌘K search, cards are listed under «Procedure cards», apart from internal procedures, listed under «Internal procedures (automation)».
  • Add the Procedure cards source to a worklist to show its approvals, reviews, change requests and linkages.