Paperwork types
Paperwork types are paperwork you issue or upload into Worknice. Contract, code of conduct, driver's licence are all examples of a type of paperwork.
Configuration options and templates make up the foundation of a paperwork type.
Before you get started
You must be an Account owner to create or edit paperwork types.
What are paperwork types?
Paperwork Types help you organise and manage different versions of the same kind of employee paperwork in Worknice.
They provide a structured way to group related templates so your team can easily pick the correct version when assigning paperwork to a person.
The Paperwork Type is the item of paperwork, and the templates inside it as the options you can can choose from.
Settings
These settings control how this specific Paperwork Type behaves.
Name
The label for this Paperwork Type.
Example: Employment Contract, Visa Document, Qualification Certificate.
Default responsible person
The person who will automatically receive notifications and alerts for paperwork issued under this type (unless a different responsible person is chosen at assignment time).
Default expiry warning
How many days before the paperwork’s expiry date Worknice should:
Send an alert, and
Move the paperwork into the Expiring soon status.
Worknice will automatically send reminder emails when paperwork is expiring soon and expired
Default due date warning
How many days before the paperwork’s due date Worknice should:
Send an alert to the owner, and
Move the paperwork into the Due soon status.
Worknice will automatically send reminder emails when paperwork is due soon and overdue
Templates
Templates represent the different versions of the paperwork within this type.
You can add as many templates as needed—such as contract variations, location-based versions, or updated document revisions.
When assigning paperwork to a person, you’ll select one of these templates to issue to them.
Add multiple templates to a paperwork type
Caution: when assigning a template to a person, you will be prompted to pick from one of the available template options.
A paperwork type groups related templates (e.g. different versions of a contract),
But when issuing paperwork to a person, you only choose one of those templates.
A Paperwork Type in Worknice is a way to organise different versions of the same kind of paperwork, and that can require more than a single template to achieve.
How it works
You create a Paperwork Type for a scenario – for example, “Employment Contract”.
Inside that Paperwork Type, you can add multiple templates, such as:
Full-time employment contract
Part-time employment contract
Casual employment contract
When you issue paperwork to a person using that Paperwork Type, you will:
Choose one template from that list to send to them.
Only the selected template is issued to that person – the others remain available as options for other people or future use.
When should I use multiple templates in one Paperwork Type?
Use multiple templates in one Paperwork Type when:
The scenario is the same, but the details differ
e.g. different contract types, locations, entities, or sets of clauses.
You want your team to:
Pick the correct template from a controlled list, and
Avoid accidentally using the wrong type of document.
This keeps your paperwork structured and reduces the risk of people choosing outdated or incorrect templates.
Instead of being a bundle of documents that all get sent together, a Paperwork Type is more like a menu of options you can choose from when issuing paperwork to someone.
How to create a new paperwork type
Go to Settings > Paperwork Types from the left-hand menu.
Click Add Paperwork Type.
Enter a Name for your new paperwork type (e.g. “Compliance Licences”).
Under Templates, select a templates to include.
You can add Documents, Questionnaires, Forms and Certificates.
Set the Default Expiry Warning Days — how many days before expiry Worknice should start sending reminders.
Example: Set to 30 days to remind users one month before expiry.
Choose the Default Responsible Person — this is the person who will verify or process the paperwork when submitted.
You can override this on individual paperwork if needed.
Click Save.
Add your templates
Editing a paperwork type
Go to Settings > Paperwork Types.
Find the paperwork type you want to update and click Edit.
Update templates, expiry warning days, or the responsible person as needed.
Click Save to confirm changes.
Why Use Paperwork Types?
Ensure consistent management of related templates.
Save time by automating expiry reminders.
Maintain clear responsibility and accountability.
Simplify compliance monitoring across teams.
You’re all done!
Paperwork types make managing recurring compliance requirements effortless — with predefined rules and responsibilities built in.