Bulk assign paperwork
Assign paperwork to multiple people at once from the People Directory.
Introduction
Bulk Assign Paperwork allows Account Owners to assign paperwork to multiple people in one action. This is ideal when you need to issue the same paperwork to a group of employees — such as policies, documents, certificates, or onboarding requirements.
Instead of assigning items one person at a time, you can select a group of people and assign paperwork in bulk from the People page.
Before You Get Started
You must be an Account Owner to bulk assign paperwork.
Bulk assigning paperwork is useful for:
Rolling out new policies
Assigning compliance documents
Requesting certificates from a group of employees
Refreshing emergency contact information across the business
If you are filling the same gap over and over, there may be a better tool. A paperwork type can assign itself to anyone a compliance group requires it from who has none, so the gap never opens. See Automation. Bulk assign is the right choice for a one-off: a new policy going out to a group, or a request that is not tied to a compliance requirement.
Getting Started
Go to People from the left-hand menu.
Select the people you want to assign paperwork to by checking the box next to each name.
This will automatically open the Bulk Actions menu (look for it on the bottom of the screen).
Click Assign Paperwork.
Assign Paperwork in Bulk
You can only bulk assign one type of paperwork at a time, and not every paperwork type can be bulk assigned. See What can be bulk assigned below.
Once you click Assign Paperwork:
Select the paperwork you want to assign.
Review the selected people.
Confirm the assignment.
Worknice will then create the paperwork assignments for each selected person.
What can be bulk assigned
Any kind of paperwork type can be bulk assigned, whether it is a form, a policy, a document, a certificate or a questionnaire.
There are some exclusions to what you can bulk assign. Only paperwork that can be sent without you filling anything in first is eligible. Therefore, a document template with an Assigner field is not offered. Submitter fields do not stop anything as the employee fills those in after they receive the paperwork, which is how most forms work.
Ineligible paperwork to bulk assign won’t be available to select, so you can’t bulk assign in error. A paperwork type is greyed out once none of its templates can be used.
Archived paperwork types are not listed.
A paperwork type with more than one template can still be bulk assigned. You choose which template to use, and only the templates without assigner fields are offered.
The automations have the same restriction, with one difference
Auto-assign missing paperwork and auto reassignment of expiring paperwork also skip a template with an assigner field, and both skip archived paperwork types. See Automation.
The difference is the number of templates. Auto-assign missing paperwork needs the paperwork type to have exactly one active template, because there is no earlier item to copy from and so nothing to choose between. Bulk assign and auto reassignment do not, since you pick the template yourself and auto reassignment reuses the one the expiring item already used.
What Happens Next
After the paperwork has been assigned:
Each selected person will have the paperwork added to their profile
Each selected person will have a notification sent to them in app and via email
Draft employees will not receive notifications until they are invited to Worknice
Any failures will be notified to the account owner by email.
Best Practices
To make bulk assignment easier:
Filter the People Directory before selecting people
Double-check your selected group before assigning
You’re All Done!
You can now assign paperwork to multiple people at once using the Bulk Actions menu in the People Directory.
If you have any questions, please reach out to our support team at help@worknice.com or through the help section within Worknice.