Assigning policies to individuals or teams

BlueDocs provides robust policy assignment capabilities that allow administrators and managers to efficiently distribute policies to individual users or teams within their organization. This ensures proper compliance tracking and helps maintain organizational standards.

Who Can Assign Policies

Policy assignment is available to users with specific roles:

• Administrators have full access to assign policies to any user or team within the organization.
• Managers can assign policies to users within their department or reporting structure.
• Editors may have limited assignment capabilities depending on how their organization’s settings are configured.

How to Assign a Policy

Step 1: Navigate to the Policy

Go to the Policies & Compliance section via the main navigation menu. Locate the policy you want to assign in the policy list, then click on it to open its details view.

Step 2: Open the Assignment Modal

Look for the Assign button, usually located in the policy actions area. Click this to open the assignment dialog window.

Step 3: Select Recipients

You have two main options for selecting users:

• Individual Selection: Use the search bar to find users by name or email. Check the boxes next to the users you wish to assign the policy to. User roles and email addresses are displayed for easy reference.

• Bulk Selection: Use the “Select All” option to choose all currently visible users. You can apply filters by department, role, or other criteria before making your bulk selection. If necessary, deselect individual users afterward.

Step 4: Set Assignment Details

Optionally, set a due date for policy acknowledgment by clicking the calendar icon. Due dates help enforce compliance by prompting users to take timely action and triggering reminder notifications. You may leave the due date blank if no specific deadline is needed.

Before proceeding, review the number of selected users shown in the dialog to ensure the right recipients are included.

Step 5: Complete the Assignment

Click Assign Document to finalize the assignment. BlueDocs will process the action and confirm success. Assigned users will be notified through the platform.

Assignment Features

Search and Filter

• Search by name or email address
• Filter users by department or role
• Real-time search with live updates

Due Date Management

• Assign custom due dates
• Automatic reminders before deadlines
• Track overdue acknowledgments
• Option to remove due dates if needed

Bulk Operations

• Select or deselect all users with one click
• Combine filters with bulk selection for precise targeting
• Ideal for large-scale policy rollouts

Best Practices

Planning Your Assignments

• Ensure policy content is finalized before assigning
• Define the target audience for the policy
• Set realistic due dates that allow time for review and acknowledgment
• Align assignments with your organization’s departmental structure

Assignment Strategy

• Consider phased rollouts for complex or high-impact policies
• Assign to leadership roles first, then cascade to others
• Include key policies in onboarding flows for new hires
• Regularly revisit and refresh existing policy assignments

Communication

• Clearly explain what users are expected to do
• Monitor acknowledgment rates to follow up when needed
• Provide a point of contact for questions about policy content

Managing Assignments

Tracking Progress

You can monitor assignment progress through several views:

• Assignment Management Dashboard (Settings > Assignments)
• The individual policy details view
• User-specific assignment lists within their profiles

Assignment Status Types

• Pending: User has not opened or acknowledged the policy
• In Progress: User has started reading but not completed acknowledgment
• Completed: User has acknowledged the policy
• Overdue: Due date has passed without acknowledgment

Bulk Assignment Management

In the Assignment Management section, you can:

• View assignments across the organization
• Filter by document type, status, or due date
• Manually mark assignments as complete if necessary
• Export data for audit and compliance reporting

Automated Assignments

Assignment Flows

BlueDocs supports automated policy assignments using Assignment Flows, which allow policies to be automatically assigned based on user attributes:

• Job Title Triggers: Assign policies when users with specific job titles are added
• Department-Based Assignment: Assign policies to entire departments
• Role-Based Assignment: Assign based on a user’s role in the organization

Setting Up Automated Flows

1. Go to Settings > Assignment Flows
2. Click Create New Flow
3. Set up trigger conditions (e.g., job title match)
4. Choose which policies to assign
5. Activate the flow

Troubleshooting Common Issues

Assignment Not Appearing

• Confirm the user is a member of your organization
• Ensure the policy status is Published (not Draft)
• Check the user’s permissions to view policies

Duplicate Assignments

BlueDocs prevents duplicate policy assignments automatically. If a policy has already been assigned, the system will display a warning and skip reassigning it.

Permission Errors

Make sure you have the proper permissions to assign policies. If you’re unsure, contact your organization administrator.

Reporting and Analytics

Assignment Reports

You can access detailed reporting via:

• The Analytics Dashboard
• Individual policy assignment reports
• User-specific assignment histories
• Export options for compliance and audit purposes

Key Metrics

Track the following metrics to evaluate assignment effectiveness:

• Policy assignment completion rates
• Average time to acknowledgment
• Overdue assignments by department
• Trends in policy engagement and acknowledgment

Mobile and Accessibility

Mobile Access

Users can review and acknowledge policies on mobile devices. Notifications are sent when new assignments are made, and the mobile interface is optimized for ease of use.

Accessibility Features

BlueDocs includes:

• Screen reader support
• Keyboard-friendly navigation
• High contrast mode
• Multi-language support (based on organization settings)

Security and Compliance

Data Protection

• Every policy assignment is logged for auditing
• User acknowledgments are timestamped
• Documents are transmitted securely
• Assignment capabilities follow role-based access controls

Compliance Tracking

• Complete audit trail of assignment activity
• Timestamped acknowledgments for legal purposes
• Exportable reports for regulatory review
• Integration support with compliance management systems

Support and Resources

If you need help with assigning policies:

• Contact your organization administrator
• Consult the in-app help documentation
• Review training materials provided during onboarding
• Submit a support ticket through the platform’s help menu

By following this process, administrators and managers can ensure that all relevant users receive, review, and acknowledge critical company policies—maintaining both operational clarity and regulatory compliance.

Updated on: 10/06/2025