Using assignment sequences (Assignment Flows)

Assignment sequences—also called automated flows—in BlueDocs allow administrators to automatically assign documents and training materials to users based on specific triggers, such as their job title. This automation reduces manual workload and ensures that team members receive relevant documentation and training as soon as they join the organization or update their profile.

What Are Assignment Flows?

Assignment flows are automated workflows that:

• Trigger when predefined conditions are met (e.g., a user has a certain job title).
• Execute one or more actions automatically (e.g., assign SOPs, policies, training).
• Eliminate manual assignments.
• Help standardize onboarding and role-based content delivery.

Setting Up Assignment Flows

Step 1: Access Assignment Flows

1. Go to Settings from the main menu.
2. Click the Assignment Flows tab.
3. You’ll see a list of existing flows and an option to create a new one.

Step 2: Create a New Flow

1. Click Create New Flow.
2. Fill in the basic flow information:

• Flow Name (e.g., “Marketing Manager Onboarding”)
• Description (optional)
• Active toggle to enable or disable the flow

3. Click Create Flow to save.

Step 3: Configure Triggers

1. In your flow detail view, click Add Trigger.
2. Set the trigger configuration:

• Trigger Type: Currently supports only Job Title
• Job Title Value: Enter the job title that should activate the flow
• Match Type:

• • Exact Match: Matches the exact job title
  • Contains: Matches partial text (e.g., “Manager” for “Project Manager”)
  • Case Sensitive: Enable/disable case sensitivity

3. Click Add Trigger to save.

Example Trigger Configurations

• Exact Match for “Sales Representative” – matches only that title.
• Contains “Manager” – matches “Sales Manager”, “Product Manager”, etc.
• Contains “Developer” – matches “Frontend Developer”, “Backend Developer”, etc.

Step 4: Add Actions

1. In the flow detail view, click Add Action.
2. Choose the action type:

• Assign Documents (currently available)
• Assign Page (coming soon)

3. For document assignments:

• Click Add Document
• Search and select documents from your library (only published documents are assignable)
• Add multiple documents if needed
• Save your action configuration

How Assignment Flows Work

Automatic Triggering

Flows trigger automatically when:

• A new user joins with a matching job title.
• An existing user's job title is updated to match a configured trigger.

Processing Logic

When a user matches a trigger:

1. BlueDocs evaluates all active flows.
2. Any flow with a matching trigger executes its actions.
3. Assignments are created just like manual assignments.
4. Activities are logged for audit and analytics.

Multiple Flow Matching

• A user can match multiple flows.
• All matching flows execute independently.
• There’s no limit to how many flows can apply to a user.

Best Practices

Organizing Your Flows

• Use clear, descriptive names (e.g., “New Sales Rep Onboarding”).
• Group related documents into one action for ease of tracking.
• Use “Contains” match types for flexible job title matching.

Trigger Design

• Be specific to prevent misfires (e.g., use “Marketing Manager” instead of “Manager”).
• Consider job title variations with multiple triggers.
• Test triggers with real data from your organization.

Document Selection

• Include only essential documents to avoid overwhelming users.
• Prioritize onboarding and role-specific content.
• Ensure all assigned documents are published and up to date.

Managing Existing Flows

Editing Flows

• Click the Edit button on any flow.
• Modify the name, description, and active status.
• Add or remove triggers and actions.

Activating/Deactivating Flows

• Use the Active toggle to enable or pause flows.
• Inactive flows will not trigger new assignments.
• Existing assignments remain unchanged when a flow is deactivated.

Deleting Flows

• Click Delete on a flow and confirm the deletion.
• This removes the flow configuration—but not the assignments it previously created.

Monitoring and Troubleshooting

Common Issues

Flow not triggering:

• Check if the flow is active.
• Confirm the trigger matches the user’s job title.
• Ensure the user’s profile includes a job title.

Wrong documents assigned:

• Double-check the selected documents in the action.
• Ensure documents are published and not outdated.

Multiple unwanted assignments:

• Review overlapping flow conditions.
• Refine triggers for greater specificity.

Verifying Flow Execution

• Go to Analytics to track assignment activity.
• Check user profiles for assigned documents.
• Use assignment reports to review flow-generated data.

Advanced Tips

Using Multiple Triggers

• Add multiple triggers to cover job title variations.
• Triggers work with OR logic—any trigger match will activate the flow.

Example:

• “Sales Rep”
• “Sales Representative”
• “Account Executive”

Combining with Manual Assignments

• Assignment flows do not conflict with manual assignments.
• Users can receive documents from both sources.

Planning for Growth

• Use broad match types for job title changes.
• Review flows periodically to stay aligned with role evolution.

Security and Permissions

• Only administrators can manage assignment flows.
• Flows respect existing document access permissions.
• All flow actions are logged for compliance and audit purposes.

Limitations

• Only supports job title-based triggers currently.
• Page assignments are not yet available.
• No time-based triggers or conditional logic between actions.

Conclusion

Assignment flows in BlueDocs are a powerful tool for automating policy distribution, training assignments, and SOP dissemination. By designing and managing thoughtful flows, your organization can ensure that employees get the right materials at the right time—without relying on manual assignments. This saves time, boosts consistency, and supports a scalable onboarding and compliance strategy.

Updated on: 07/07/2025