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 Documentation generated today may be partially outdated within weeks if not maintained.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 | Weekly scheduled scans (Documentation or Intelligence) |
| Bi-weekly sprints | Scan after each sprint | Biweekly scheduled scans (Intelligence) |
| Monthly releases | Monthly scans | Monthly scheduled scans (Intelligence) |
| Quarterly releases | Monthly scans + post-release scan | Scheduled + manual scans |
Scheduled scans
Documentation and Intelligence plans both support automated scheduled scans (the Trial does not). Configure these to run automatically so documentation stays current without manual intervention:
- Open the Schedule tab in the aprity app.
- Set the interval. Documentation supports weekly scheduling; Intelligence adds daily, biweekly, and monthly.
- Define the objects and configuration for scheduled runs.
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:
- Documentation Lead reviews the scan summary and checks for errors.
- Business Analysts review business rule descriptions and object overviews for their functional area.
- Technical Leads review process documentation and execution flows.
- Reviewers submit Feedback entries for any corrections needed.
- 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.
- Language is 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 shared with stakeholders via portal deep-links after review.
Level 4: Continuous
- Maximum-frequency scans on Intelligence plan (7 per week).
- Assist agents (Help Agent, Story Agent) integrated into the team's day-to-day workflow.
- Feedback loop is fully integrated into the development process.
- Business Rule Evolution 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.