Intro to paperwork templates
Templated paperwork in Worknice is generated from pre-created templates that your admins set up. These templates standardise your processes and can be assigned to people at scale.
Depending on the template, paperwork can be:
Signed – e.g., contracts or policy agreements
Acknowledged – confirming someone has read and understood a document
Filled in – collecting information through structured fields
Using templates ensures consistency, saves time, and makes it easy to track the status of paperwork across your organisation.
Before You Get Started
You need to be an admin to complete this process.
You can assign a group of paperwork by creating and assigning a bundle.
Assigning paperwork to people
You can assign paperwork to anyone in your People directory, regardless of their status. This excludes people that are Archived.
Draft people can have paperwork assigned, but they won’t receive notifications.
There are two main ways to assign paperwork:
From the Paperwork Page
Go to Paperwork in the left-side menu, and find All paperwork
Select Add Assignment.
Choose Create assignments from templates and/or bundles.
Select the person who will complete the assignment (Owner).
Choose the Template you want to assign (includes all documents, certificates, and forms).
Check Assign immediately if you want to send it right away. Leave it unchecked to keep as a draft.
Click Add paperwork.
From the Person Profile
Go to People in the left-side menu and open the person’s profile.
Navigate to the Paperwork tab.
Select Add Assignment.
Choose Create assignments from templates and/or bundles.
Select the Template you want to assign.
Check Assign immediately to send right away, or leave unchecked to save as a draft.
Click Add paperwork.
From the Paperwork type record
Go to Paperwork type by navigating to Settings and Paperwork types
Open the paperwork type you want to assign.
Assign the paperwork type from the list of people
Assigning paperwork to new hires
Paperwork can be assigned directly through the new hire onboarding workflow.
Alternatively, once the new hire has been added into Worknice, you can assign paperwork using the steps above.
What happens once paperwork is assigned?
Status is updated
Paperwork automatically changes to Assigned status. Worknice tracks the full lifecycle, so you can always see progress.Person is notified
A task is automatically posted in the person’s inbox. The task will remain until the paperwork is completed.Paperwork is logged against the profile
All assigned paperwork is stored in the person’s profile under the Paperwork tab. If forms are edited multiple times, you can review the full history here.
You're All Done!
If you have any questions, please reach out to our support team at help@worknice.com or through the help section in Worknice.