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

🆘 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