Assigning SOPs to teams or individuals

BlueDocs provides a powerful and flexible assignment system that allows administrators and team leaders to assign Standard Operating Procedures (SOPs) to individuals or entire teams. Whether you're rolling out new procedures, ensuring onboarding compliance, or conducting regular process refreshers, the assignment tool ensures that every user receives, reviews, and completes critical documentation.

🧭 Overview

The SOP assignment system in BlueDocs is designed to:

• Distribute SOPs across teams and departments
• Track progress, status, and completion automatically
• Set deadlines and trigger reminders
• Monitor compliance and generate audit-ready reports

Whether you’re assigning a single SOP or a multi-module procedure, BlueDocs handles tracking and reporting in real time.

🛠 How to Assign an SOP

Step 1: Locate the SOP

• Navigate to the SOPs section in your BlueDocs workspace.
• Open the document you wish to assign.
• Click the “Assign” button at the top of the document header.

Step 2: Select Users or Teams

• Use the assignment modal to search and select recipients.
• You can assign SOPs to:

• Individual users (by name or email)
• Groups or departments
• The entire organization (using Select All)

Filtering helps narrow results to find the right recipients quickly.

Step 3: Set a Due Date (Optional)

• Click the Due Date field to open the calendar picker.
• Select a deadline for completion.
• Due dates help trigger reminders and flag overdue tasks in reports.
• Leave blank for open-ended assignments.

Step 4: Confirm the Assignment

• Review the user count and settings.
• Click “Assign Document” to distribute the SOP.
• Users will receive a notification in their dashboard and email (if enabled).

🚦 Understanding Assignment Statuses

BlueDocs tracks SOP progress using color-coded statuses:

• Not Started (Pending)

User has not opened the document yet. Appears with a blue badge.

• In Progress

Document has been opened or partially reviewed. Appears with a yellow/amber badge.

• Completed

User has viewed the full SOP and marked it complete. Appears with a green badge and timestamp.

• Overdue

The due date has passed and the SOP has not been completed. Appears with a red badge to flag urgency.

✅ Automatic Completion Tracking

BlueDocs streamlines completion by detecting user activity:

• Single SOPs: Marked complete once the document is fully viewed.
• Multi-Module SOPs: Completion is triggered when all child modules are viewed.
• Parent SOPs: These are marked complete only after all related submodules are finished.

This automation eliminates manual tracking and ensures accuracy.

🔍 Managing Assignments

Accessing Assignments as an Admin

Go to Settings → Assignment Management to see a centralized view of all active assignments.

Features include:

• Filtering by document type (SOPs, Policies, Training)
• Filtering by status (Not Started, In Progress, Completed, Overdue)
• Searching by user, document, or department
• Sorting by due date or progress

Bulk Actions and Reports

From the Assignment Management panel, you can:

• Mark assignments complete manually (useful for training sessions)
• Export data as CSV for reporting or compliance reviews
• Reset filters to return to the full assignment list

💡 Best Practices for SOP Assignments

📌 Planning Assignments

• Group SOPs logically by topic or process
• Stagger due dates to avoid overwhelming users
• Prioritize critical documents with shorter deadlines

📅 Due Date Guidelines

• Onboarding SOPs: 1–2 weeks post-hire
• Routine Updates: 30 days for re-acknowledgment
• Urgent Changes: 3–5 days (especially for compliance or safety)
• Refresher Assignments: 2–4 weeks for ongoing education

📣 Communication Tips

• Include context or instructions in assignment notifications
• Send follow-ups to teams with overdue items
• Be available for questions or clarifications about the assigned SOPs

🔐 Assignment Permissions by Role

📈 Tracking and Analytics

For Individual Users

• Access the “My Assignments” dashboard
• See due dates, status badges, and progress indicators
• Mark documents complete once finished

For Admins and Managers

• Track completion rates across users or departments
• Identify overdue assignments and high-risk gaps
• Monitor time-to-complete to assess engagement

📚 Working with Multi-Module SOPs

For procedures split across multiple documents or steps:

• Assigning the parent SOP automatically assigns all submodules
• Users can complete modules in any order (unless sequential logic is enforced)
• Completion is tracked both per module and overall

Admins can view:

• Which modules are slowing users down
• How long each module takes to complete
• Which teams are falling behind

🧩 Advanced Assignment Features

⚙️ Assignment Workflows

• Automate SOP assignments based on user role, team, or job title
• Set up onboarding sequences triggered by account creation
• Build templates for recurring department-specific SOPs

🎓 Training Integration

• Link SOPs to training modules or paths
• Combine SOPs and quizzes to build a comprehensive learning experience
• Track all components of user education in one place

📑 Compliance Reporting

• Generate and export audit reports
• Track SOP completion by department or user
• Set up automated notifications for overdue compliance items

🛠 Troubleshooting Common Assignment Issues

🆘 Need Help?

If you're having trouble with SOP assignments:

• Go to Settings → Assignment Management to view and manage assignments
• Check user permissions to ensure recipients can access the SOP
• Contact your BlueDocs administrator for workflow or assignment configuration issues

💡 Pro Tip: Use the bulk assignment tool to onboard new hires quickly — but stagger deadlines to avoid overwhelming them with too many SOPs at once.

BlueDocs makes it easy to ensure SOPs are distributed, acknowledged, and followed across your team. With automated tracking, clear reporting, and flexible assignment tools, you can maintain high operational standards and stay compliant — without chasing down paper trails.

Updated on: 02/06/2025