Release Notes - October 15, 2023 - Assigned Documents Merge

Tools that Enhance Efficiency and Streamline Workflows

At 1Life, we continuously strive to provide our users with tools that enhance efficiency and streamline workflows. With our new feature, Assigned Document Merge, we are empowering you to seamlessly sync and manage assigned documents.

Here's how it works, along with detailed instructions for web administrators and users.

1. Sync Assigned Documents to Mobile Devices

As a web administrator, you can now easily sync assigned documents to mobile devices. 

1. Login to 1Life Software.
2. Select 'Administration' ‘Documents’ and then 'Assigned Documents.'
3. Click the checkbox beside the assigned document(s). This action will reveal the 'Selected Assignments' button at the bottom of the screen.
4. Click 'Sync to Mobile Device' to send these documents to your mobile app users.

This feature puts you in control, allowing you to ensure that your team always has access to the documents they need.

2. Automate Document Sync with Administrative Settings

If your users are mostly using mobile devices, it makes sense that all assigned documents are found on the user's devices. That's why we've included an administrative setting to automatically send all assigned documents to mobile devices. Here's how to configure it:

1. Login to 1Life Software
2. Select 'Administration' and then 'Settings.'
3. In the 'General' section, locate the 'Send assigned documents to mobile device' toggle. This feature is off by default.
4. Click the toggle to enable it. 

Now, newly assigned documents will be automatically synced to mobile app users.

This setting simplifies the process, ensuring that the right documents are always where they need to be.

3. Signing Off on Assigned Documents

Website Administrators

Now, let's explore how employees can view and sign off on assigned documents. Here's a step-by-step guide:

1. Login to 1Life Software.
2. Select 'Documents' 
   1. Requiring My Attention - Click on the document name or
   2. Assigned Documents - Click the 'Sign Off' icon located on the right of each assigned document.
3. Ensure you select the correct project, as currently it is set to the default project "Schedules"
4. Review the document, and leave comments if necessary.
5. Click to Sign, sign your name and click save.
6. Additional Signatures can be added by Click to Sign buttons. Contacts can be added via the 'Additional' user.
7. Click 'Submit' to send the completed form to your administrator for review.

This feature ensures that employees have a straightforward process for acknowledging and signing off on essential documents, enhancing your safety and compliance efforts.

On Mobile

Users will now be notified on the Document tab with a red icon and will need to navigate to Documents - View Previous. All documents will have the status "To Do"

Conclusion

With Assigned Document Merge, we are streamlining the way documents are managed, synchronized, and signed off. This feature offers convenience for administrators and users alike, making your workplace safer and more efficient.

For further guidance on how to utilize any of these new features, please consult our documentation or get in touch with our support team at support@1lifewss.com. We're here to help you make the most of these enhancements.