Quickstart checklist for Admins

✅ Quickstart Checklist for Admins

Welcome to BlueDocs!
As an Admin, you have the keys to configure and launch your organization's knowledge, training, and compliance system. This checklist will help you get set up, onboard your team, and start creating value — fast.

🏢 Initial Organization Setup

1. Configure Organization Settings

Go to: Settings → Organization
Update your organization name, logo, and branding
Configure:

Default document behavior (e.g. new doc types, naming patterns)
Notification preferences for policy and training updates

2. Set Up User Management

Go to: Settings → Users
Invite your team members via email
Assign roles (Admin, Manager, Editor, Viewer)
Add job titles and departments for future automation

🔐 Permissions & Security

3. Configure Role-Based Permissions

Go to: Settings → Permissions → Role Permissions
Review default permissions per role
Customize:

Create, View, Edit, Delete
Publish, Approve, Assign for each doc type

4. Define Approval Workflows

Go to: Settings → Permissions → Approval Workflows
Assign required approval roles for:

SOPs, Knowledge, Training, and Policies
Enable email alerts for new approval requests

📁 Content Organization

5. Create Document Categories

Go to: Settings → Categories
Add logical categories such as:

HR Policies
Onboarding
IT Help Guides
Product Knowledge

6. Set Up Custom Document Types (Optional)

Go to: Settings → Document Types
Create doc types unique to your org (e.g., "Playbook", "Checklist")
Assign icons, naming conventions, and templates

7. Build Folder Structure

Use the sidebar in each section (SOPs, Policies, etc.)
Group documents into folders by team, function, or process
Apply consistent naming and emoji/color labels for clarity

🔄 Automation & Workflows

8. Configure Assignment Flows

Go to: Settings → Assignment Flows
Create automation rules triggered by:

Job titles (e.g. Sales → Sales Onboarding Flow)
Assign SOPs, policies, or training automatically
Test with sample users to ensure correct triggers

💳 Billing & Subscription

9. Review Subscription Details

Go to: Settings → Billing
Confirm plan, team size, and usage limits
Update payment method and billing contact info
Monitor renewal and invoicing dates

📊 Analytics & Monitoring

10. Enable Analytics Tracking

Go to: Analytics in the sidebar
Review:

User login activity
Document view metrics
Training completions
Policy acknowledgment stats
Use these to spot gaps and refine your rollout

🚀 Content Creation

11. Create Initial Content

Start with high-priority documents like:

Code of Conduct
Leave Policy
Onboarding SOPs
Use system templates or upload your own docs
Assign content to relevant roles and trigger approval flows

12. Set Up Pages (Optional)

Go to: Pages
Create internal landing hubs such as:

“New Hire Welcome”
“IT Help Desk”
“Team Playbooks”
Group docs visually and customize layout

✅ Testing & Validation

13. Test User Experience

Create test accounts for each role
Check:

Permissions
Access visibility
Approval functionality
Notification behavior

14. Train Your Team

Run internal walkthroughs
Share best practices for:

Document formatting
Assigning content
Policy management
Document internal how-tos for ongoing consistency

🔔 Ongoing Management

15. Maintain and Optimize

Task	Frequency
Review approvals & assignments	Weekly
Analyze analytics dashboard	Monthly
Audit user roles & permissions	Quarterly
Update outdated content	Annually

🆘 Need Help?

Browse our in-app Help Docs
Use the AI-powered chat assistant for answers
Contact our team for setup support or training sessions

💡 Pro Tips for Success

Start Small: Launch with essentials and iterate
Involve Stakeholders: Let each department lead their own space
Maintain Order: Use clear naming, folders, and categories
Collect Feedback: Ask teams what works (or doesn’t)
Schedule Reviews: Keep your content fresh and trusted


Following this checklist will ensure your BlueDocs workspace is organized, compliant, and delivering value from day one. Welcome aboard!

Updated on: 27/05/2025