Paperwork types
Group related templates and set up default rules like expiry reminders and responsibility to simplify paperwork management.
Before you get started
You must be an Account owner to create or edit paperwork types.
Paperwork types help standardise your workflows — especially for certificates, licences, and other recurring compliance documents.
What are paperwork types?
A paperwork type groups one or more templates together that share the same purpose or compliance requirement.
For example:
“Position descriptions” you may have many position descriptions, but each employee will only receive one of the available templates.
“Employment Agreements” you may have many position descriptions, but each employee will only receive one of the available templates.
You would not group paperwork templates that have a different purpose, for example
"Company policies" you would not group these, because you want each employee to receive all the policies, not just one.
Each paperwork type can also define who is responsible for verification and when reminders should be sent before expiry.
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.