ProcedureFlow explains how they switched from emails to Pima to send compliance documents.

Adrian Phinney
VP of Engineering

Today we are meeting with Adrian Phinney. Co-founder and VP of Engineering of ProcedureFlow. ProcedureFlow provides employees with a visual map of complex operating procedures and information. It presents easy-to-follow step-by-step instructions structured into small, hyperlinked flowcharts.

What is your background and how long have you been using Pima?

I am the co-founder of ProcedureFlow. After becoming compliant with SOC 2 we quickly realized that we needed to start looking for a solution to securely share our compliance documents such as our Pentest, Vulnerability scan, SOC 2 report.

It was also important to us to be able to audit who received what document. With the kick-off of SOC 2 and the transition in our organization, we were able to achieve that with Pima from day 1.

It’s been about a year and a half now.

What was your process like before starting using Pima?

Before we got our SOC 2 report we had a pretty light and manual process that involved finding out if there was an NDA in place with a prospect, and we would send our documents over email which in my opinion is probably the worst way to send compliance documents.

Pima really helped us streamline this process which was a nice added benefit.

Did you look at other solutions before Pima?

Yes, we did. We looked at a few but there wasn’t anything quite like Pima. What we found to be extremely frustrating with a lot of the alternatives is the barrier to entry from the recipient’s perspective just to get documents. A lot of companies require recipients to sign up whereas with Pima they identify themselves over email, sign the NDA, and get access to their documents. That frictionless experience is very important to us.

Who are the main users of Pima?

Our Sales and Security team mostly. Sales use the Request Center feature to allow customers to request documents and the Security team approves requests as they come in.

We have a pretty lightweight NDA in place scoped to the documents available on Pima which allows us to approve requests very quickly and it significantly reduced the time we spent looking for existing agreements.

What measurable benefits have you seen?

The biggest one is that we were able to turn the process around with customers by pointing them to our existing compliance documents to learn about our processes and then ask us questions, rather than filling out security questionnaires all the time.

Using Pima has significantly reduced the number of questions around security and compliance we get from prospects evaluating our solution.

The barrier to entry for people for requesting information is very low. They fill in their details, let us know which document they want to get access to, sign an NDA, and they get access to their documents without having to sign up. On our end, we are able to see that they’ve reviewed the documents. These kinds of insights also help with our Sales process.

Is there anything else that you would like to see from Pima?

To be honest, it’s hard to think about what more a product can do when it does the things that I want it to do so well. I like simple products. Pima does one thing really really well and that’s why we love it.

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