Automation

Automate routine paperwork actions to reduce admin and keep compliance up to date.

Employee paperwork doesn’t stop being important once it’s been collected — it needs to stay current and correctly managed.

Paperwork automations in Worknice help you remove manual steps by automatically handling common actions at the paperwork type level. This ensures paperwork is processed or renewed at the right time, without relying on manual follow-ups.

The following automations are available:

• Auto process submitted paperwork

• Auto renew expiring paperwork

Both automations are configured from the Settings area of a paperwork type.

Getting Started

To configure paperwork automations:

1. Go to Settings > Paperwork Types

2. Select the paperwork type you want to manage

3. Open the Settings tab

Available Automations

Auto Process Submitted Paperwork

Some paperwork does not require manual review once it has been completed — for example, policy acknowledgements or informational documents.

When Auto Process is enabled, Worknice automatically marks submitted paperwork as Processed, removing the need for an admin to manually review or action it.

Best suited for:

• Policy acknowledgements

• SOP acknowledgements

• Low-risk paperwork that does not require validation

Benefits:

• Eliminates manual processing

• Keeps paperwork moving without delays

• Reduces admin workload

Auto Renew Expiring Paperwork

Important paperwork such as licences, certifications, and training documents often expire and need to be kept current.

With Auto Renew, Worknice automatically issues a new paperwork request as an existing item approaches its expiry date. Employees are notified and prompted to provide updated paperwork on time.

Benefits:

• Prevents compliance gaps

• Removes the need to track expiry dates manually

• Ensures paperwork stays valid and up to date

Why You’ll Love Paperwork Automations

• Automations are enabled per paperwork type

• Settings apply to all new and existing paperwork created from that type

• Employees are automatically notified by email when action is required

• Admin effort is significantly reduced

Configuring Paperwork Automations

To enable one or both automations:

1. Go to Settings > Paperwork Types

2. Select the paperwork type you want to configure

3. Open the Settings tab

4. Click Edit

5. Enable:

   • Auto process submitted paperwork (if no manual review is required)

   • Auto assign new paperwork (for auto renewal of expiring items)

6. Click Save

Once enabled, these automations will run automatically for all paperwork associated with that type.

You’re All Done!

Paperwork automations help you stay compliant with less effort by automatically processing low-risk paperwork and renewing expiring items before they become an issue.

If you have any questions, please reach out to our support team at help@worknice.com or through the help section within Worknice.