Paperwork requiring action
Introduction
The Paperwork page gives Account Owners a central view of all paperwork that requires action across the organisation. This includes assigned, submitted, missing, expired, expiring soon, draft.
This page shows paperwork that requires action, so ideally the number of items listed here should be as close to zero as possible.
You can also switch view to view all processed paperwork when required.
Use this page to quickly understand paperwork status, identify outstanding items, and take action where required.
Before you get started
Only Account Owners can view this report
Getting Started
Go to Paperwork from the left-hand menu.
You’ll land on the main Paperwork page, where you can view all paperwork across your organisation.
Paperwork Status Summary
At the top of the page, you’ll see summary cards showing the total number of paperwork items by status.
These include:
Assigned – Paperwork has been assigned and is waiting for action
Draft – Paperwork has been created but not yet assigned
Expired – Paperwork has passed its expiry date
Expiring soon – Paperwork is approaching expiry
Missing – Required paperwork has not yet been provided
Submitted – Paperwork has been completed and is awaiting processing
These cards help you quickly understand where action is needed.
Search Paperwork
Use the Search bar to quickly find paperwork by keyword.
You might search for:
A person’s name
A paperwork name
A certificate or document type
A specific policy or form
Filtering Paperwork
Click Filters to narrow the paperwork list.
You can filter by:
Status
Select one or more statuses, including:
Assigned
Draft
Expired
Expiring soon
Missing
Submitted
Required Paperwork
Choose whether to show:
Any paperwork
Required paperwork only
Optional paperwork only
Click Apply filters to update the view.
Use filters when you need to focus on outstanding compliance items, such as missing or expired paperwork.
Changing the Display
Click Display to control how paperwork is sorted or grouped.
Sort By
Choose the order in which paperwork appears.
You can sort in:
Ascending order
Descending order
Group By
Group paperwork to make large lists easier to review.
Available grouping options include:
No grouping
Paperwork type
Status
Owner
Grouping helps you quickly understand where paperwork sits across people, types, or lifecycle stages.
Assigning Paperwork
From the Paperwork page, click Assign paperwork to assign new paperwork to people.
This can be used to assign:
Individual paperwork templates
Paperwork types
Bundles, depending on your configuration
Viewing Processed or All Paperwork
Use the three-dot menu in the top-right corner to switch views.
Available options include:
Processed paperwork – review paperwork that has already been processed
All paperwork – View all actionable and processed paperwork together
This helps keep your main view focused while still allowing you to review historical or completed paperwork when needed.
Opening a Paperwork Item
Click a paperwork item in the list to view its details.
From the paperwork record, you can review information such as:
Paperwork name
Status
Assigned person
Assignment date
Submitted information
Expiry details, where relevant
Tips to reduce your outstanding paperwork
Here are some practical ways to keep your Paperwork page under control.
Assigned paperwork
Assigned paperwork is waiting on someone to complete it.
A great way to move this along is to set due dates in bulk. For example, you could select assigned paperwork and set the due date for 15 or 16 days from today.
Worknice will then send reminder emails to each person, helping you prompt completion without manually chasing every employee.
Submitted paperwork
Submitted paperwork is ready for review.
Open these items and process them once you have verified they are valid. This helps keep records clean, current and compliant.
If you do not need to manually verify the item (eg policies), you can also process submitted paperwork in bulk.
You can automate the processing step for paperwork that doesn't need it - see how here
Expired paperwork
Expired paperwork means an item has passed its expiry date and may need attention.
You can request a renewed item of paperwork from the employee, or ignore the expired status if no further action is required.
If you request new version from the employee, the expired flag won't disappear until a new version is submitted and processed.
Draft paperwork
Draft paperwork has been created but not yet assigned.
To clear these items, assign them to the relevant people or archive them if they are no longer needed.
Mange your approvals in this view too
Missing paperwork
Missing paperwork means Worknice has been configured to expect this person to hold a specific item of paperwork for compliance.
If someone is missing required paperwork, assign it to them as soon as possible so they can complete it and remain compliant.
What is the shield symbol?
This represents required paperwork
You're All Done!
You can now use the updated Paperwork page to search, filter, sort, group, assign, and review paperwork across your organisation.
If you have any questions, please reach out to help@worknice.com or through the help section within Worknice.