Policies and documents

Probo’s document module gives you a version-controlled library for all your compliance policies and procedures. Documents move through a structured lifecycle from drafting to approval to publication, with an optional signature workflow to obtain attestations from team members.

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Document types

Documents in Probo carry a type that indicates the nature of the content, such as a policy, procedure, or standard. The type is recorded alongside the document and is visible in search and filtering.

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Document lifecycle

Every document in Probo follows this progression:

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Document and version status

Documents and their versions have separate status fields: A document can have at most one active draft version at a time. Published versions are immutable — to make changes, you create a new draft from the current published version.

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Creating a new version

To update a published policy, create a new draft version from the existing document. This preserves the history of all prior published versions. You can then edit, seek approval, and publish the new version following the same lifecycle.

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Approval workflow

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Adding and removing approvers

You can add or remove approvers from a document version at any time before the version is published. Approvers are members of your organization.

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Approval quorum

Probo tracks approval quorum status, which reflects whether enough approvers have approved the version. You configure the quorum policy per version. The quorum status transitions as approvers submit their decisions.

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Generating a changelog

Probo can automatically generate a changelog entry that summarizes the differences between document versions. This is surfaced as part of the publication process to help reviewers understand what changed.

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Signature collection

After a document is published, you can request signatures from team members to obtain their formal attestation that they have read and understood the policy. Signature states for each request:

• Pending — request sent, awaiting signature
• Signed — recipient has signed the document

You can also send bulk signing notifications to remind all pending signatories at once.

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PDF export

You can export any published document version as a PDF. Two export modes are available: PDF exports include the document title, version number, publication date, and formatted content.

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Archiving documents

When a policy is superseded or no longer relevant, you can archive it. Archived documents:

• Retain their full version history
• Remain accessible by direct link
• Are excluded from the default active document list
• Can be unarchived if needed

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Linking documents to controls

Published documents can be linked to framework controls in a many-to-many relationship. This lets auditors trace from a control requirement to the specific policy that satisfies it, and it enables framework exports to include relevant policy PDFs automatically. You can also link documents to risks to show which policies govern the treatment of specific risks.

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Trust center visibility

Each document has a trust_center_visibility field with values NONE, PRIVATE, or PUBLIC. This controls whether the document appears in your trust center and who can view it.