Which version of the policy are your agents working from?

A policy often lives in a document on a shared drive, and it gets new versions. A chatbot or a few agents may work from it. Over time it is easy to lose track of which version was meant to count, and who said so.

What Smeldr does well is keep the decision: version 1.3 is in force, ratified by this person, on this date, replacing that one, with the Decisions that rest on it. It is not a document system. It does not store the document, follow a link to it or know its versions.

If you want the answer on record, you could write the version in the Decision's text and put the link to the document in the Decision's external reference. Anyone who reads the Decision can then find the file, and the version is on record.

You could also record the chatbot's own rules as a Decision that rests on the policy. When the policy moves to a new version, Smeldr flags the Decision that rested on the old one, so someone looks at it. An agent can raise the problem, but a token classed as an agent can't confirm that the rules still hold. That takes someone with the right to ratify.

You may prefer to keep the link somewhere else, leave it out, or handle each policy differently. They are your documents. Smeldr only needs the decision to be written down.

What is described here is what Smeldr does. The way to use it is a suggestion. Read the other stories in How Smeldr works in practice.