SayPro Task 7: Update the SayPro website repository with all relevant documents and templates

✅ Step-by-Step Update Guide

1. Collect All Relevant Files

Make sure you have the latest versions of the following SayPro documents/templates:

• Research prompt templates (e.g., GPT prompt logs)
• Interim and final research report templates
• Timesheet templates
• Compliance and confidentiality agreements
• Data analysis spreadsheets
• Meeting minutes and logs
• Topic curation files
• Platform research notes
• SCRR Quarterly report drafts
• Approved feedback and tool suggestions

🔎 Tip: Use the SayPro central file repository or version control tracker to verify which are the latest approved files.

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2. Organize Files by Category

Create clearly named folders:

• /Templates/
• /Reports/Drafts/
• /Reports/Final/
• /Compliance/
• /Spreadsheets/
• /Prompts/
• /Feedback/
• /MeetingLogs/

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3. Access the SayPro Website Repository

• Log in to the SayPro web content management system (CMS) or shared repository platform (e.g., SharePoint, GitLab, Google Drive, or internal CMS).
• Use assigned admin credentials.

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4. Upload Files to Correct Locations

• Replace outdated versions if applicable.
• Maintain version naming conventions (e.g., Research_Report_Template_v3_Jun2025.docx)
• Ensure templates remain in editable formats (e.g., .docx, .xlsx, .csv).

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5. Verify Accessibility

• Check permissions for each document (e.g., Read/Write for staff; Read-only for external stakeholders).
• Test downloads or preview options for key templates.

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6. Log the Update

• Record the update in the SayPro Update Log Sheet or changelog.
• Include:
  • Date and time of update
  • Summary of uploaded files
  • Name of the responsible person
  • Notes on any issues encountered

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7. Notify Relevant Teams

• Send a summary email or internal memo to:
  • SayPro Admin Team
  • Research Team
  • IT and Compliance Teams
• Include:
  • Link to the updated repository
  • Highlight any new or revised templates
  • Mention version numbers or changes where applicable

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📌 Optional – Use This Sample Email for Notification:

Subject: ✅ SayPro Repository Updated – New Templates & Docs Uploaded

Dear Team,

The SayPro website repository has been successfully updated as part of Task 7.
All relevant templates, compliance forms, reports, and logs are now available under their respective folders.

Access here: [Insert SayPro Repository Link]

Key updates include:

• Final Research Report Template (v3)
• Updated Timesheet Template (June 2025)
• Data Collection Spreadsheet (SCRR-compliant)

Please review and use the latest versions moving forward.

Regards,
[Your Name]
SayPro Research Contributor