Customizing your branding and settings

🎨 Customizing Your Branding and Settings

Welcome to BlueDocs! As an admin, one of your first steps should be tailoring the platform to reflect your organization’s identity, structure, and preferences. This guide will walk you through how to customize your branding, configure system settings, and ensure your team starts with a well-aligned experience.

🏢 Organization Branding

Setting Up Your Organization Identity

To personalize BlueDocs with your company branding, begin with your organization logo and name.

• Go to: Settings → Organization
• Click Upload Logo to choose an image (PNG or JPG, max 2MB). Square logos display best across the interface.
• Update your Organization Name, which appears across dashboards, notifications, and emails.
• Click Save Organization to apply your changes.

Branding your workspace improves credibility, engagement, and internal adoption.

👤 Account Personalization

Each user can personalize their own profile:

• Navigate to: Settings → My Account
• Upload a profile photo (square image recommended, max 1MB)
• If no photo is uploaded, your initials will appear instead

In addition, users can update personal info like:

• Display Name
• Job Title
• Department

The login email address is fixed and used for communication and permissions.

🌍 Language, Timezone & Notifications

In the User Preferences section, each user can adjust:

• Language: Choose between English, Spanish, French, or German
• Timezone: Set your local time for accurate timestamps
• Notifications:

• ✅ Email alerts for document assignments, updates, and approvals
• ✅ Browser notifications for real-time alerts

If notifications aren’t working, check your browser settings or verify email preferences in your profile.

🧱 Document Structure & Workflow Defaults

Admins can set how new documents behave across the workspace.

Default Document Templates

Choose how new docs are structured by default. Available formats include:

• Standard Document
• Training Module (includes steps, assessments)
• SOP (includes purpose, procedure, scope)
• Policy (includes guidelines, compliance details)

Policy Automation

You can enable auto-update notifications when policies change, ensuring teams stay compliant and informed.

🗂 Organizing Content with Categories and Types

Creating Document Categories

Categories help organize content by topic, department, or workflow:

• Go to: Settings → Categories
• Choose a document type tab (e.g. SOPs, Knowledge Base)
• Click Add Category, name it, and save

You can also:

• Edit categories with the pencil icon
• Delete them (note: this cannot be undone)

Custom Document Types

Need something beyond the default doc types?

• Go to: Settings → Document Types
• Click Add Document Type
• Choose a base type (e.g., SOP, Policy, Training)
• Give it a name and enable it via the Active toggle

This allows teams to create types like “Playbook”, “Checklist”, or “Team Manual” with unique structure and icons.

👥 User Management & Access Control

Inviting Users

• Navigate to: Settings → Users
• Click Invite User
• Enter their email, assign a role, and send the invitation

Configuring Permissions

• Go to: Settings → Permissions
• Assign or restrict access by role:

• Who can create, edit, view, delete, publish, approve, or assign content
• Fine-tune access to match team responsibilities

🔁 Workflow Automation & Approvals

Document Assignments

• Automatically assign SOPs, policies, or training to users based on job titles or departments
• Set up flows via: Settings → Assignment Flows

Approval Workflows

• Go to: Settings → Permissions → Approval Workflows
• Define who must approve each document type before publishing
• Send notifications to approvers automatically

This ensures quality control and keeps accountability clear.

💳 Billing & Subscription Management

Keep your billing details up to date:

• Go to: Settings → Billing
• Check your current plan and usage limits
• Update payment methods and download invoices
• Assign billing contacts and review renewal dates

📈 Monitoring Activity and Engagement

Analytics are your lens into platform effectiveness.

• Visit the Analytics tab in the sidebar
• View data like:

• Active users
• Document completion rates
• Policy acknowledgment stats
• Training progress

These insights can help identify bottlenecks, inactive users, or underused content.

🧪 Testing and Troubleshooting

If something isn’t working, try the following:

✅ Best Practices

• Use high-quality square logos for consistency
• Keep naming conventions and categories aligned across the workspace
• Regularly review categories and roles to ensure they match your org structure
• Start with essential workflows (onboarding, policies) before expanding content
• Train content creators on formatting standards and approval requirements

🆘 Need Help?

• Contact your BlueDocs admin if you can’t access specific features
• Explore the in-app help docs for walkthroughs
• Reach out to BlueDocs support for advanced customization guidance

By customizing your branding and settings early on, you create a polished, structured experience for your team that scales with your content and operations.

Updated on: 27/05/2025