Documentation Governance with aprity

Generating documentation is only the first step. To keep documentation accurate and valuable over time, you need a governance framework that defines who is responsible, how often documentation is updated, and how corrections are handled.

Why Governance Matters

Without governance, documentation drifts from reality. Salesforce orgs evolve continuously through deployments, configuration changes, and new integrations. Documentation generated today may be partially outdated within weeks if not maintained.

aprity reduces the effort required to maintain documentation by automating generation, but human oversight is still essential for:

• Verifying AI-generated descriptions match business intent.
• Prioritizing which objects and processes to document.
• Reviewing and approving documentation before distribution.
• Feeding corrections back into the system.

Establishing a Documentation Cadence

Align with your release cycle

The most effective documentation cadence matches your Salesforce release cycle:

Release Cycle	Documentation Cadence	aprity Feature
Continuous deployment	Weekly scans	Scheduled scans (Professional/Enterprise)
Bi-weekly sprints	Scan after each sprint	Scheduled scans every 14 days
Monthly releases	Monthly scans	Scheduled scans every 30 days
Quarterly releases	Monthly scans + post-release scan	Scheduled + manual scans

Scheduled scans

Professional and Enterprise plans support automated scheduled scans. Configure these to run automatically so documentation stays current without manual intervention:

1. Open the Schedule tab in the aprity app.
2. Set the interval (7, 14, or 30 days; daily on Enterprise).
3. Define the objects and configuration for scheduled runs.

tip

Schedule scans for off-peak hours (weekends or early morning) to minimize any impact on Salesforce API limits.

Review Workflow

Designate documentation owners

Assign clear ownership for documentation review:

Role	Responsibility
Documentation Lead (Aprity_Admin)	Launches scans, reviews output, manages feedback
Business Analyst (Aprity_User)	Reviews business rule descriptions for accuracy
Technical Lead (Aprity_User)	Reviews technical documentation and process flows
Compliance Officer (Aprity_User)	Verifies documentation meets regulatory requirements

Post-scan review process

After each scan completes:

1. Documentation Lead reviews the scan summary and checks for errors.
2. Business Analysts review business rule descriptions and object overviews for their functional area.
3. Technical Leads review process documentation and execution flows.
4. Reviewers submit Feedback entries for any corrections needed.
5. Documentation Lead reviews feedback entries and triggers a follow-up scan if needed.

Review checklist

For each scan output, verify:

• Object descriptions accurately reflect business purpose.
• Business rules are described with correct logic.
• Process documentation captures the actual flow of operations.
• No sensitive information or internal jargon appears in external-facing docs.
• Output format and language are correct.

Feedback Loops

The aprity Feedback System is the mechanism for continuous improvement. Governance should define:

• Who can submit feedback -- All users with Aprity_User or Aprity_Admin can submit feedback.
• Response time -- Define an SLA for reviewing submitted feedback (for example, within one sprint).
• Feedback review cadence -- Review open feedback entries weekly or before each scheduled scan.
• Escalation path -- If a correction requires domain expertise, route it to the appropriate business owner.

Keeping Documentation Current

Triggered updates

Run a manual scan after significant changes:

• Major Salesforce deployments (new objects, modified automation).
• Org restructuring (merged business units, new processes).
• Compliance audits (generate fresh documentation as evidence).

Stale documentation indicators

Watch for signs that documentation needs updating:

• Business rules have been modified since the last scan.
• New custom objects exist that are not documented.
• Team members report inaccuracies in existing documentation.
• The last scan was more than 30 days ago on an actively developed org.

Governance Maturity Model

Level 1: Ad-hoc

• Scans are run manually when someone remembers.
• No review process.
• Feedback is not used systematically.

Level 2: Scheduled

• Scheduled scans run on a regular cadence.
• A documentation lead reviews output after each scan.
• Feedback is submitted but not systematically reviewed.

Level 3: Governed

• Scheduled scans aligned with release cycles.
• Defined review workflow with assigned owners.
• Feedback entries are reviewed before each scan.
• Documentation is distributed to stakeholders after review.

Level 4: Continuous

• Daily scans on Enterprise plan.
• Automated distribution of documentation to stakeholders.
• Feedback loop is fully integrated into the development process.
• Business Rule Changelog is used to track changes between releases.

Aim for Level 2 as a starting point and progress toward Level 3 as your team builds familiarity with the tool.