Assignments: Creating a Document upload assignment

Smart Cabinet is dedicated to helping you keep up with your document compliance. To help you with this, Simplifya allows you to assign Documents (and create recurring tasks based on when a new file should be uploaded). 

Take a retail store visitor log as an example:

Once a month, your retail store generates a monthly report listing all the visitors for that month. By assigning your Document "Visitor Log" on a monthly basis, a new task will be generated each month. The task will be completed when the visitor log for that month (e.g. April 2023) has been added to its matching task.

To skip ahead:

• Assigning a Document
• Adding files to an assignment
  
  • Adding a file in the Document's assignment view
  • Adding a file from the Dashboard
• What happens when I remove a file from an assignment?

Creating a Document upload assignment

To assign a Document:

1. In the left-nav of your Smart Cabinet, select the State > Location > Folder > Document you'd like to create the assignment for.
2. After selecting the Document, there will now be 2 tabs in the center pane: "Files" and "Assignments." Navigate to the "Assignments" tab.
3. On the the "Assignments" tab, click the "Create Assignment" button.
4. In the modal that opens, fill out your assignment parameters:
   • Set the "Frequency" at which you'd like assignments to be created. For some of the frequency options, you may be prompted to specify additional settings. For example, the "Monthly" frequency option allows you to specify the day of the month in which you want the assignments to fall on. 
   • Select the "Start Date" and "End Dates" for the assignment (you can backdate the Start Date). 
   • Select the assignee/s. To start, the selected assignee/s will be assigned all instances of this assignment. You can reassign each instance of the assignment, but to start, this is who will be responsible for all uploads of this assignment.
   • You also have the option to create an upload assignment for each state license held at this location for this Document. 
5. Click "Save".
6. A confirmation prompt will open with all the details of your assignment. Upon clicking the "Create Upload Assignment" button in that prompt, your Document upload assignment will be created and the assignee(s) will receive an email notification with details about the assignment. In addition, the assignments will appear on the assignee's Simplifya Dashboard. 

Completing a Document Upload Assignment

Completing a Document upload assignment basically entails uploading the necessary files and then clicking the "Mark as Complete" button, which will appear once at least one file has been uploaded. Assignees can upload as many files as necessary for each assignment.

There are two ways to upload files to an assignment:

1. On the "Assignments" tab of the Document in Smart Cabinet
2. On the Assignment Overview section of the Dashboard

Uploading a file in the Document's assignment view

When viewing a Document in Smart Cabinet, you can see the assignments for it by clicking the icon above the list of files. Once clicked, it will display the assignments for that Document in chronological (or reverse chronological) order.

Quarterly assignments scheduled for a Document

Add a new file to an assignment by:

1. Clicking the icon.
2. Selecting a file from your computer (or a file that is already uploaded to Smart Cabinet).

Tip: The red dot next to the assignment name and due date displays the number of files added to that assignment.

Uploading a file from the Dashboard

A user can view and upload files to their Document assignments by clicking the "Documents" sub-tab.

Quarterly assignments scheduled for a Document

Add a new file to an assignment by:

1. Clicking on the assignment in the list.
2. In the task details pane, click "Upload".
3. Selecting a file from your computer (or a file that is already uploaded to Smart Cabinet).

Assigning users to an assignment

By clicking the icon above the list of files, you can view assignments and assign a user at your company to that Document. The selected user(s) will be responsible for this Applied Period, and their avatar will be visible on the assignment. 

Add a new file to an assignment by:

1. Clicking "+ Assign Users".
2. Selecting a user.
3. Clicking "Update Assignees".

Users will only appear in the assignees list if:

• They are an Administrator
• They are an Employee or Manager at that location
• They have access to Smart Cabinet (see: Smart Cabinet Permissions)

What happens when I remove a file from an assignment?

The effects of deleting a file from an assignment will depend upon how many locations your file has been added to. If the file is removed from an assignment and:

• It's stored in other places in Smart Cabinet (i.e. other folders, Documents, or even other assignments on the same Document), it will remain in Smart Cabinet under the other locations.
• It's not stored anywhere else in Smart Cabinet, it will be fully deleted from your Smart Cabinet.