Lesson Detail
The Lesson
Open your SOP in edit mode.
Click Advanced Options. The settings are grouped into several sections – PDF formatting, task cards, tracked tasks, functional options, display settings, languages, and document control.
The layout is the same whether you’re on mobile or the web app.
These settings control how your SOP looks when printed or exported as a PDF.
Color coding is a practical tool here. Many teams use red for safety documents and yellow for work instructions. It’s a fast visual cue for operators picking up a printed SOP.
These settings connect to the task feature in GembaDocs and let you generate QR coded task cards.
The cards are designed for use on physical task boards – sometimes called Kanban boards or committee boards.
You can customize:
The way most teams use them is straightforward. Cards start red. When a task is completed, the card gets flipped to green. At the end of a cycle, cards are grouped or reset.
It’s a low-tech, high-visibility way to manage accountability without any screens on the shop floor.
Tracked tasks add a digital layer on top of the physical card system.
You can enable tracking for an SOP and set tasks as daily, weekly, or monthly. You can also define a due time and set up reminders or notifications for anything missed or failed.
The physical cards give you immediate visual control. Tracked tasks give you the audit trail behind it – recording completions, flagging gaps, and keeping everything accountable in the system.
This option lets experienced operators mark a task complete without stepping through every individual step.
Useful when someone knows the process well and the step-by-step confirmation adds no value for them. It keeps the workflow moving without removing compliance logging.
Enabling feedback adds a QR code to the final step of the SOP.
Operators can scan it to report issues, suggest improvements, or flag content that’s out of date.
It’s a direct line from the shop floor back into the document – which is how your SOPs stay accurate and useful over time rather than becoming outdated paperwork.
You can password protect exported PDFs for documents that need added security.
Useful for anything containing sensitive process detail or proprietary information you don’t want circulating freely.
Tagging helps you categorize documents and control who can access them.
This is covered in detail in a separate GembaDocs Academy video.
Under additional display settings you can:
You can enable up to three languages per SOP.
When you add a new language, GembaDocs will prompt you to auto-translate on save.
Always review the translation before publishing. Auto-translate gets you most of the way there, but manufacturing terminology can drift in translation – a quick check by someone with floor knowledge is worth it.
The document control section covers:
What you can manage here depends on your global settings in GembaDocs. If your organization requires formal document control for compliance, make sure your global settings are configured correctly before working at the individual SOP level.
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Advanced SOP Settings (Configure PDF, Tasks, SOP Access and Tracking)
Due to continous product development, some screen shots and recordings in lessons, and steps, may vary. Reach out to our support hub if you require further support.
