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:

Issue	Fix
Logo not showing	Make sure image is under 2MB and square
Notifications not received	Check browser permissions and email settings
Can’t edit or publish	Review user role and permission settings

✅ 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