Bulk Document Operations

Managing documents for a single worker is straightforward, but field service companies often need to handle compliance at scale — assigning the same document to 50 new hires, sending renewal reminders to an entire team, or reviewing the compliance status of a whole workforce at once. Otesse provides bulk operations to handle these scenarios efficiently.

Bulk Assignment

Bulk assignment allows administrators to assign one or more templates to multiple workers simultaneously.

When to Use Bulk Assignment

New template rollout — You created a new company policy and need every active worker to sign it
Regulatory change — A state updated its withholding form and all workers in that state need the new version
Seasonal onboarding — Multiple new hires starting on the same date need the standard onboarding packet
Client requirement — A new commercial client requires all assigned workers to complete an additional waiver

How It Works

Navigate to the Contracts & Forms module
Select the template(s) you want to assign
Choose the target workers (individual selection, team filter, or "all active workers")
Click "Assign to Workers"
The system creates document instances for each worker-template combination
Workers with existing active instances of the same template are skipped (no duplicates)

Assignment Report

After bulk assignment completes, a summary report is displayed:

Metric	Description
Total assigned	Number of new instances created
Skipped (duplicate)	Workers who already have an active instance
Skipped (inactive)	Workers who are deactivated or on leave
Templates assigned	List of templates included in the bulk operation
Workers affected	Count and names of workers who received new assignments

Bulk Reminders

When documents are approaching expiry across multiple workers, administrators can send reminders in bulk rather than contacting each worker individually.

Reminder Options

Option	Description
Expiring within X days	Send reminders to all workers with documents expiring within a specified window
Expired (in grace period)	Remind workers whose documents have expired but are still within the grace period
Never started	Remind workers who were assigned documents but have not opened them
Draft (stale)	Remind workers who started but have not submitted for more than X days

Reminder Content

Bulk reminders use the same notification templates as automatic reminders:

In-app notification — Appears in the worker's notification center
Email — Sent to the worker's primary email with document details and a direct link to the form

Administrators can add a custom message to the reminder, which appears alongside the standard notification text.

Compliance Overview

The compliance overview provides a snapshot of document status across the entire workforce. Administrators can use this to identify gaps and prioritize follow-ups.

Compliance Rate

The headline metric is the overall compliance rate:

Overall Compliance: 94%
47 of 50 workers are fully compliant
(all blocking documents current)

A worker is "fully compliant" when all of their assigned blocking documents are in "completed" status and none are expired past their grace period.

Expiring Soon Table

Shows documents expiring within the next 30 days:

Worker	Document	Expires	Days Left	Action
Jane Smith	Vehicle Insurance	Mar 15	14	Send Reminder
Mike Johnson	W-9	Dec 31	305	—
Sarah Lee	Safety Training	Apr 1	31	—

Administrators can send individual reminders directly from this table or select multiple rows for a bulk reminder.

Blocked Workers Table

Shows workers currently blocked from job assignment:

Worker	Expired Documents	Blocked Since	Action
Alex Lee	Background Check, W-9	Jan 7	Contact Worker
Sam Park	Vehicle Insurance	Feb 1	Grant Waiver

Each row shows the specific documents causing the block and provides quick actions: contacting the worker, viewing their document list, or granting a temporary waiver.

Missing Documents Table

Shows workers who were assigned documents but have never started them:

Worker	Document	Assigned	Days Pending	Action
New Hire A	I-9, W-4, Direct Deposit	Feb 20	7	Send Reminder
New Hire B	Background Check	Feb 22	5	Send Reminder

This table is particularly useful during onboarding — administrators can quickly see which new hires have not yet started their required paperwork.

Export and Reporting

All compliance data can be exported for external reporting:

Export Format	Content
CSV	Tabular export of any compliance table (expiring, blocked, missing)
PDF Summary	Formatted compliance report with charts and tables for management review

Exports include timestamps and are date-stamped for regulatory filing purposes.

Best Practices

Schedule weekly compliance reviews — Set a recurring calendar event to check the compliance dashboard and send reminders for upcoming expirations
Use bulk assignment for policy updates — When a company policy changes, assign the updated template to all workers at once rather than waiting for individual renewals
Monitor the "never started" list — Workers who have not opened required documents within 7 days of assignment may need direct outreach
Grant waivers sparingly — Waivers are a safety valve, not a substitute for compliance. Keep waiver durations short (7-14 days) and always document the reason
Review blocked workers daily — Blocked workers cannot be assigned to jobs, which affects scheduling. Resolve blocks quickly to maintain operational capacity