Procedure Rollouts

What a rollout is

A rollout is the notification and acknowledgment workflow that starts when a procedure is published with rollout options enabled. It helps admins make sure the right people know about an important procedure and can confirm they have read it.

When you publish a procedure with notify, email, or news options enabled, Navis Docs creates a ProcedureRollout. That rollout records the target audience, drives notifications, and gives admins a way to track outstanding reads.

When to use rollouts

Rollouts are most useful when a procedure affects day-to-day work, compliance, safety, or training. For minor edits, you may publish without notifying everyone. For material changes, enable rollout options so members can see what needs their attention.

• New procedures that everyone in a team must understand
• Policy or compliance updates that require acknowledgment
• Operational changes that affect how staff complete work
• Training content that should be read before a process goes live

Notification channels

A rollout can reach staff through several channels depending on the publish options selected by the admin.

• In-app notifications: the sidebar shows an outstanding count so users can quickly find procedures they still need to read
• Email: Navis Docs can send a Resend batch email to the targeted users
• News post: Navis Docs can automatically create a related team news post when the procedure is published

These channels can be combined. For example, a high-priority procedure might create an in-app outstanding item, send email, and appear as a news post so the team sees it in more than one place.

Target the right roles

Rollouts can be scoped by organization role. This lets admins announce a procedure to everyone or keep it limited to the group that needs to act on it.

• ALL_USERS: owners, admins, and members in scope
• ADMINS_ONLY: only admins and owners who need management context
• MEMBERS_ONLY: members who need to read and follow the procedure

Choose the narrowest useful audience. A targeted rollout keeps outstanding lists meaningful and avoids asking people to acknowledge procedures that do not apply to them.

Acknowledgment and read tracking

Members acknowledge a rollout by marking the procedure as read. Navis Docs records that action as a UserProcedureRead, linking the user to the procedure version they read.

Read tracking is tied to the published content. If a procedure changes and a new rollout is created, users may need to read the new version so their acknowledgment reflects the latest instructions.

Compliance status

A member is compliant when they have read all rollouts that apply to them. The outstanding counter in the sidebar reflects this same idea: it shows how many in-scope procedure reads still need attention.

This gives each member a simple checklist of what remains, while giving admins a reliable view of whether important guidance has reached the team.

Admin visibility

Admins can review outstanding procedures per user. This helps identify who still needs to read a required procedure before a process, training requirement, or compliance deadline is considered complete.

The outstanding view is powered by getOutstandingForUser, which compares a user's applicable rollouts with their recorded procedure reads.

Suggested rollout workflow

1. Finish the procedure draft

Review the pending version and make sure the published content is ready for the target audience. Rollouts work best when the guidance is stable and clear.

2. Choose the audience

Decide whether the rollout should go to ALL_USERS, ADMINS_ONLY, or MEMBERS_ONLY. Match the scope to who needs to read or act on the procedure.

3. Select notification channels

Enable in-app notification, email, news post creation, or a combination of channels based on the importance of the update.

4. Monitor outstanding reads

After publishing, use the admin view to check who still has outstanding procedures. Members can clear their own outstanding count by reading and acknowledging the relevant procedures.