Monitoring assignment status and completions

BlueDocs provides comprehensive tools for administrators and managers to monitor document assignment status and track completions across their organization. This monitoring system helps ensure training compliance, policy acknowledgments, and overall document engagement.

Where to Monitor Assignments

1. Assignment Management Dashboard (Primary Tool)

Location: Settings → Assignments tab

This is your main hub for monitoring all document assignments in your organization.

Key Features:

• View all assignments across the organization
• Filter by document type (Policies, Training, SOPs, Knowledge)
• Filter by status (Not Started, In Progress, Completed, Overdue)
• Filter by due date using the calendar picker
• Search by document title or user name
• Mark assignments as complete manually
• Export assignment data

What You Can See:

• Document title and type
• Assigned user name
• Current status with color-coded badges
• Due date information
• Who assigned the document
• Completion dates for finished assignments

2. Dashboard Analytics

Location: Main Dashboard

Provides high-level statistics and visual insights about assignment completion rates.

Training Statistics Card:

• Overall completion percentage
• Number of assignments completed this month
• Breakdown by status:
• In Progress (yellow)
• Not Started (gray)
• Overdue (red)
• Visual progress charts

Policy Acknowledgment Card:

• Overall policy acknowledgment percentage
• Department-wise completion rates
• Percentage of users with pending acknowledgments
• Visual charts showing acknowledgment trends

3. User Activity Analytics

Location: Analytics → User Activity tab

Track detailed user engagement with documents and assignments.

Features:

• Filter by activity type (document views, logins)
• Date range selection (default: last 30 days)
• Document version tracking
• Export to CSV functionality
• User engagement patterns

Assignment Status Types

Status Badges and Meanings

• Not Started (Blue): Assignment created but user hasn't begun
• In Progress (Yellow): User has started but not completed
• Completed (Green): Assignment successfully finished
• Overdue (Red): Past due date without completion

Automatic Status Updates

The system automatically updates assignment statuses when:

• Users view documents (changes from "Not Started" to "In Progress")
• Users complete training modules or acknowledge policies
• Due dates pass without completion (becomes "Overdue")

Filtering and Search Options

Available Filters

1. Document Type Filter:

• Policies
• Training
• SOPs (Standard Operating Procedures)
• Knowledge base articles

2. Status Filter:

• Not Started
• In Progress
• Completed
• Overdue

3. Due Date Filter:

• Calendar picker for specific dates
• Helps identify upcoming deadlines

4. Search Function:

• Search by document title
• Search by user name
• Real-time filtering as you type

Reset Filters

Use the "Reset" button to clear all filters and view all assignments.

Key Metrics and Statistics

Dashboard Statistics

• Training Completed: Shows courses fully completed this month
• Completion Percentage: Overall training assignment completion rate
• Department Breakdown: Completion rates by department
• Overdue Count: Number of assignments past their due date

Assignment Counts

The system displays "Showing X of Y assignments" to help you understand:

• How many assignments match your current filters
• Total number of assignments in the system

Administrative Actions

Mark Assignments Complete

• Manually mark assignments as complete when needed
• Useful for offline training or special circumstances
• Updates reflected immediately in all views

Bulk Operations

• Select multiple assignments for batch actions
• Efficient management of large numbers of assignments

Export Functionality

• Export assignment data to CSV
• Includes all visible columns and current filter selections
• Useful for external reporting and analysis

Permissions and Access

Who Can Monitor Assignments

• Organization Admins: Full access to all monitoring features
• Managers: Can view and manage assignments in their organization
• Regular Users: Can only see their own assignments

Required Permissions

• Must be a member of the organization
• Appropriate role-based permissions for assignment management
• Access to settings and analytics sections

Best Practices for Monitoring

Regular Review Schedule

1. Daily: Check overdue assignments
2. Weekly: Review completion rates and progress
3. Monthly: Analyze trends and department performance

Effective Use of Filters

• Use status filters to focus on specific issues (overdue items)
• Filter by document type for compliance reporting
• Use date filters for deadline management

Follow-up Actions

• Contact users with overdue assignments
• Identify patterns in non-completion
• Adjust training programs based on engagement data

Understanding the Data

Completion Tracking

• Assignments automatically complete when users finish documents
• Version tracking ensures users complete current document versions
• Historical completion data is preserved

Due Date Management

• Overdue assignments are automatically flagged
• System calculates days remaining for pending assignments
• Visual indicators help prioritize urgent items

Troubleshooting Common Issues

Missing Assignment Data

• Ensure you have proper permissions (admin/manager role)
• Check if you're viewing the correct organization
• Verify assignments have been properly created

Status Not Updating

• Status updates may take a few moments to reflect
• Users must actually view/complete documents for status changes
• Manual completion option available for special cases

Export Issues

• Ensure you have data to export (check filters)
• Browser must allow file downloads
• Large exports may take time to generate

Integration with Other Features

Assignment Flows

• Automatic assignment creation based on user attributes
• Reduces manual assignment management
• Integrates with monitoring for complete visibility

Approval Workflows

• Track document approval requests
• Monitor approval completion alongside assignments
• Comprehensive compliance overview

This monitoring system provides comprehensive visibility into your organization's document assignment compliance and helps ensure all team members stay up-to-date with required training and policies.

Updated on: 07/07/2025