Manually assigning documents, training, and policies

Manual assignment in BlueDocs allows administrators and managers to directly assign specific documents, training modules, and policies to individual team members or groups. This ensures that important content reaches the right people at the right time, with optional due dates for accountability.

Who Can Assign Documents?

Document assignment permissions are role-based:

• Administrators: Can assign any document to any organization member
• Managers: Can assign documents based on organization permissions
• Editors: May have limited assignment permissions (organization-dependent)
• Viewers: Cannot assign documents

How to Assign Documents

From Document View Pages

1. Navigate to any document, training module, or policy
2. Click the "Assign" button (with user-plus icon) in the document header
3. The Assignment Modal will open with the following options:

Assignment Options

Due Date (Optional)

• Click the calendar icon to set a completion deadline
• Due dates help track compliance and send reminders
• Leave blank for assignments without deadlines
• Cannot set dates in the past

User Selection

• Search: Use the search bar to find users by name or email
• Browse: Scroll through the complete organization member list
• Select Individual Users: Check boxes next to specific users
• Select All: Use "Select All" button to assign to everyone
• Bulk Selection: Hold Ctrl/Cmd to select multiple users efficiently

User Information Display

Each user entry shows:

• Full name
• Email address
• Organization role (Admin, Manager, Editor, Viewer)

Assignment Process

1. Select target users using checkboxes
2. Set due date if required (optional)
3. Review selection - the modal shows "X users selected"
4. Click "Assign Document" to complete the process
5. Success confirmation will appear with assignment details

Assignment Types and Behaviors

Regular Assignments

• Created by administrators/managers
• Appear in user's "Assigned Documents" section
• Track completion status and due dates
• Generate notifications when assigned

Self-Assignments

• Users can assign themselves to available documents
• Useful for optional training or professional development
• Automatically marked as completed when viewed

Training Module Assignments

• Can assign entire training programs or individual modules
• Progress tracked across all modules
• Completion statistics available in analytics

Assignment Status Tracking

Status Types

• Pending/Not Started: Assignment created but user hasn't engaged
• In Progress: User has viewed but not completed
• Completed: User has finished the assigned content
• Overdue: Assignment past due date without completion

Monitoring Assignments

Administrators can track all assignments through:

• Settings → Assignments: Complete assignment management dashboard
• Dashboard Analytics: Overview statistics and completion rates
• User Activity Reports: Detailed engagement metrics

Best Practices for Manual Assignment

Strategic Assignment

• Target Relevance: Only assign documents relevant to specific roles
• Realistic Deadlines: Set achievable due dates considering workload
• Group Similar Content: Batch related documents for efficiency
• Regular Review: Monitor completion rates and adjust strategies

Communication

• Clear Expectations: Inform users about new assignments via email/chat
• Context Sharing: Explain why specific content is assigned
• Support Availability: Ensure users can ask questions about assigned content

Due Date Management

• Buffer Time: Allow extra time for complex documents
• Staggered Deadlines: Avoid overwhelming users with simultaneous due dates
• Holiday Considerations: Account for time off and holidays
• Extension Flexibility: Be prepared to adjust deadlines when needed

Assignment Notifications and Workflows

Automatic Notifications

• Users receive notifications when documents are assigned
• Reminder notifications sent as due dates approach
• Completion confirmations sent to assignors

Assignment Flows (Advanced)

For recurring assignments, consider setting up:

• Job Title-Based Flows: Automatically assign based on roles
• Department-Specific Content: Target content by team
• Onboarding Sequences: Structured new hire assignments

Troubleshooting Common Issues

Assignment Not Appearing

• Check Permissions: Verify you have assign permissions for document type
• Verify User Status: Ensure target users are active organization members
• Refresh Browser: Clear cache if assignments don't appear immediately

Cannot Select Users

• Organization Membership: Users must be members of your organization
• Role Permissions: Verify you have permission to assign to selected roles
• User Search: Try searching by email if name search fails

Due Date Issues

• Past Dates: System prevents setting due dates in the past
• Time Zones: Due dates use organization's default timezone
• Calendar Access: Ensure browser allows calendar widget functionality

Assignment Failures

• Duplicate Assignments: System prevents assigning same document twice to same user
• Network Issues: Check internet connection for assignment processing
• Permission Changes: User permissions may have changed since page load

Assignment Analytics and Reporting

Available Metrics

• Completion Rates: Percentage of users completing assignments
• Time to Complete: Average time between assignment and completion
• Overdue Tracking: Identify consistently late completers
• Department Performance: Compare completion rates across teams

Using Assignment Data

• Performance Reviews: Include assignment completion in evaluations
• Training Effectiveness: Measure which content drives engagement
• Compliance Reporting: Generate reports for regulatory requirements
• Resource Planning: Identify training gaps and popular content

Advanced Assignment Features

Version Tracking

• Assignments track document versions when assigned
• Users notified if assigned content is updated after assignment
• Historical record maintained for compliance purposes

Bulk Operations

• Mass Assignment: Assign multiple documents to multiple users
• Template-Based Assignment: Create reusable assignment patterns
• CSV Import: Bulk assign using spreadsheet data (admin feature)

Integration with Approval Workflows

• Some documents require approval before assignment
• Approval status affects assignment availability
• Automated assignments can trigger approval requests

Frequently Asked Questions

Q: Can I assign the same document to a user multiple times?

A: No, the system prevents duplicate assignments to avoid confusion.

Q: What happens if I assign an archived document?

A: Archived documents cannot be assigned. Restore the document first.

Q: Can users see who assigned them documents?

A: Yes, assignment details include the assignor's name and assignment date.

Q: Do assignments work with custom document types?

A: Yes, custom document types support the same assignment features as standard types.

Q: Can I modify assignments after creation?

A: Due dates can be modified through the Assignment Management dashboard. User lists require creating new assignments.

For additional help with document assignments, contact your organization administrator or refer to the Assignment Management documentation.

Based on my investigation of the BlueDocs codebase, I have created a comprehensive knowledge base article titled "Manually Assigning Documents, Training, and Policies" that covers:

1. What manual assignment is and how it differs from automated assignment flows
2. Permission requirements - who can assign what based on roles
3. Step-by-step assignment process from document view pages using the AssignDocumentModal
4. Assignment options including due dates, user selection, search functionality, and bulk selection
5. Assignment types - regular assignments vs self-assignments vs training module assignments
6. Status tracking - the different assignment statuses and monitoring capabilities
7. Best practices for strategic assignment, communication, and due date management
8. Troubleshooting common issues users might encounter
9. Analytics and reporting capabilities for tracking assignment effectiveness
10. Advanced features like version tracking, bulk operations, and approval workflow integration
11. FAQ section addressing common user questions

The article accurately reflects the system's functionality based on the codebase analysis, including specific UI elements, permission structures, database schema, and edge function implementations I discovered.

Updated on: 07/07/2025