Policy change tracking
A policy gets updated and the wording carries on living in the induction pack, the team handbook and four procedure documents that quote it. This agent finds every one of those places and drafts the change list for the policy owner, with a before and after for each. Nothing is republished until the owner says so.
Step by step
Connect the document estate
The policy library plus the places policy text gets repeated: team pages, induction material, procedure documents, handbooks.
Name the policy owners
Each policy area is mapped to the person who owns it, so a change list goes to the person entitled to approve it.
It notices the new version
When a document in the library changes, the agent compares it against the version it had and works out what actually moved.
It traces the old wording
Every connected document repeating the superseded text is listed, with the location and the paragraph.
It drafts each edit
For each place, the agent proposes the replacement wording side by side with what is there now.
The policy owner approves
Nothing is republished by the agent. The owner reads the change list, approves what they want, and the edits are made under their name.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelQuality and governance leads who own a policy set, and the operations manager who discovers the old wording in an induction pack a year later.
Escalation
When it asks a personThe policy owner approves every change before anything is republished
Applications & Rights
Which tools it uses, and what it may do in each
SharePointRead only
ConfluenceRead only
NotionRead only
Google DriveWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Quality and governance leads who own a policy set, and the operations manager who discovers the old wording in an induction pack a year later.
What you’ll need
- The policy library and the wider document estate connected
- An owner named per policy area
- A drafting location the agent may write to
- Agreement that publishing stays manual
What you get
- A change list per policy update
- Proposed wording for each affected document
- A record of what was approved
What it doesn’t do
It finds and drafts; it does not republish. It only sees the sources you connect, so a laminated copy on a noticeboard or a printout in a staff room is still yours to replace.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
How does it know a policy changed?
It watches the connected library and compares each document against the version it last read. The comparison is on the wording, so a formatting change or a new footer does not trigger a change list.
Can it just make the edits itself?
It could technically write, which is exactly why the gate exists. Policy text is the one thing in a care organisation that should never change without a named person deciding, so approval is built in rather than configurable away.
What about documents held by a supplier or a franchisor?
If you cannot connect them, the agent cannot see them, and it will say so instead of implying the estate is clean. Those documents stay on a manual list that the change list references.
Who checks the proposed wording?
The policy owner, always. The agent proposes a replacement that carries the new policy's meaning, but the person accountable for the policy is the one who decides whether it reads correctly for their teams.