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Setting Up Your Systems

This video explains the process of interpreting and modifying a system status.

 

1. Status Color Meanings

Using colors allows you to see at a glance which processes are ready for use and which need work:

  • Gray (Shell): You have identified that this system needs to exist, but it is currently an empty "shell" with no content inside yet.

  • Orange (In Progress/Review): The system has been documented or has a training video, but it isn't finished. It might be in the middle of being written or out with a team member for testing and feedback.

  • Green (Approved/Live): The system is fully tested and accurate. A team member can follow it from start to finish without making mistakes or needing to ask questions.

  • Red (Obsolete/Archived): Used for systems that are no longer in use. Instead of deleting them, mark them red or move them to an "Archive" folder so you can reference them later if needed.

  • Purple (Update Needed): A custom status often used for systems that were once green but now need to be readdressed, improved, or modernized.

2. How to Change a System's Color

You can update the status color as the system moves through its lifecycle:

  1. Open the System, Policy, or Training document.

  2. Click the Edit button to enter edit mode.

  3. Locate the color icon at the very front of the heading (title).

  4. Click the icon and select your desired color from the dropdown.

  5. Click Publish to save the change.

3. Why This Helps Your Team

For visual learners and managers, this provides an instant birds-eye view of your company’s "systemization" health. If a folder is mostly gray and orange, you know exactly where your team needs to focus their documentation efforts.