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Every 30 minutes

Turn process notes into SOP documents

Drop rough process notes into a Drive folder and get a step-by-step SOP Google Doc, announced to the team in Slack.

Runs
Every 30 minutes
Apps
Google Docs, Slack
AI
Yes, uses the built-in AI allowance
Access
service account; chat:write

Send this to your assistant

Create a ClickRuntime automation: every 30 minutes, check my Process Notes folder for new docs, turn each one into a step-by-step SOP Google Doc in my SOPs folder and announce it in #ops.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

An operations manager at a growing e-commerce company knows the business needs written procedures for returns, stock counts and supplier orders. The knowledge exists in people's heads and scattered notes, but turning it into a clean document with numbered steps never makes it to the top of anyone's list.

When rough notes can be dropped into a folder and come back as a structured SOP, writing procedures stops being a project and becomes a habit. Operations leads, team managers and trainers use it to build a library of how things are done, one process at a time.

What you get out of it

  • Procedures actually get written

    The hard part, turning notes into a clear document, is done for you. People are far more willing to jot down a process when that is all they have to do.

  • Every SOP looks the same

    Each one has a purpose, who it is for, numbered steps and common mistakes. A consistent layout makes procedures quicker to follow and easier to review.

  • The team knows when something new exists

    A message in #ops links to each new SOP. People learn about the procedure when it is published, not when they happen to stumble on it.

  • Faster onboarding

    New starters can read how a task is done instead of waiting for someone to show them. Experienced staff spend less time repeating the same explanations.

How it works

What happens, step by step

  1. Every 30 minutes, ClickRuntime checks your Process Notes folder in Google Drive for documents added since the last check.

  2. Documents it has already turned into SOPs are skipped.

  3. AI rewrites each new set of notes as a procedure with a purpose, numbered steps and common mistakes.

  4. The SOP is saved as a new Google Doc in your SOPs folder, and a message with its link is posted in #ops.

Before it runs live

  • Connect Google Docs
  • Connect Slack, then invite the app to the channel (type /invite @ClickRuntime there)

What you get

RunsEvery 30 minutes
Turn process notes into SOP documentstoday, 9:00Succeeded
Slack · #opsNew SOP: Processing a customer return. https://docs.google.com/document/d/1XyZ…/edit

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Google Sheets
  • Combine it with other Google Docs and Slack steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
sops_and_learning_modules_generated_as_docs.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, state, ai, notify, report_fetched

NOTES_FOLDER, SOP_FOLDER = "your-notes-folder-id", "your-sops-folder-id"

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    drive = build("drive", "v3", credentials=creds, cache_discovery=False).files()
    done = state.get("done") or []
    files = [f for f in drive.list(q=f"'{NOTES_FOLDER}' in parents and mimeType='application/vnd.google-apps.document' and trashed=false",
                                   fields="files(id,name)").execute()["files"] if f["id"] not in done]
    report_fetched(len(files))
    if not files:
        return {"summary": "Nothing new"}
    docs = build("docs", "v1", credentials=creds, cache_discovery=False).documents()
    for f in files:
        notes = drive.export(fileId=f["id"], mimeType="text/plain").execute().decode("utf-8")[:15000]
        sop = ai.generate(f"Turn these notes into an SOP with sections Purpose, Who it is for, Steps (numbered), Common mistakes:\n{notes}",
                          max_output_tokens=1800).text
        new = drive.create(body={"name": f"SOP: {f['name']}", "mimeType": "application/vnd.google-apps.document",
                                 "parents": [SOP_FOLDER]}, fields="id").execute()
        docs.batchUpdate(documentId=new["id"], body={"requests": [{"insertText": {"location": {"index": 1}, "text": sop}}]}).execute()
        notify.slack(f"New SOP: {f['name']} https://docs.google.com/document/d/{new['id']}/edit", channel="#ops")
        done.append(f["id"])
    state.set("done", done[-500:])
    return {"created": len(files)}

FAQ

Common questions

What format should my notes be in?
Any Google Doc works, from bullet points to a pasted chat transcript. The clearer the order of the steps in your notes, the closer the SOP will be to how the task is really done.
Can it create training material instead of an SOP?
Yes. The same notes can be turned into a short learning module with an explanation, worked example and a few check questions, by changing the headings it uses.
Does it change my original notes?
No. Your notes stay as they are in the source folder, and the SOP is created as a separate document in the SOPs folder.
What permissions does it need?
service account; chat:write. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Turn process notes into SOP documents” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.