Create and assign a Document Set

Before you begin

Use Document Sets for reusable bundles such as new-hire onboarding, site safety, or department procedures. Publish the documents and add the recipients to your company first. A set groups existing documents; it does not copy their content or add extra document capacity usage merely by grouping them. Your usual subscription capacity still applies to the underlying documents and people.

When this guide helps

• A new hire needs several documents to review
• You want to reuse a bundle without sending an initial email for every document
• You need to understand set progress, duplicate handling, or version changes

Follow these steps

1. Open Document Sets in the Company Admin navigation and choose Add Document Set.
2. Enter a name, such as New Hire Onboarding, and an optional description. Search the published documents and select those to include. A set can contain up to 200 documents. Choose Save set.
3. In the saved sets list, choose Assign set. A set must show Ready to assign; if it needs review, check that every included document is published and available.
4. Search for people by name or email, or filter by department and location. Select the intended recipients, check the selected count, and enter a shared Due date. Use separate assignments if groups need different deadlines.
5. Choose Review assignment. Check the document titles and versions, selected recipients, due date, and maximum email count. Choose Back if you need to change the people or date.
6. Choose Assign set once. Review the confirmation for newly created document assignments, skipped existing assignments, and summary emails queued. Queued does not mean delivered or acknowledged.
7. Review Set Assignment History for progress across each run. Use Current Assignments and Ack Details for individual document assignments and completed acknowledgement records.

Check the result and follow up

When assignment emails are enabled, each person with newly assigned documents receives one summary email with a link to My Documents. Employees review and acknowledge each document separately; Company Admin recipients use My Acknowledgements. There is no single acknowledgement for an entire set. When email delivery is disabled, the assignments are still available in the portal.

Existing noncanceled assignments and completed acknowledgements for the same document version are skipped. A recipient who already has all the versions gets no new summary email. Existing assignments retain their original due dates; assigning a set does not reset those records.

Editing a saved set changes future assignments only. Newly published versions are used on future assignments after review; existing assignments stay tied to the versions originally assigned. If the set or its versions change while you are assigning it, refresh and review again before confirming.

Archive a set when it should no longer be used. Archiving preserves its assignment history and does not cancel the documents already assigned to employees.

Sets are assigned on demand. They do not repeat automatically, add new hires automatically, or send later additions to earlier recipients. Select the new employees and assign the saved set when they join. Use the individual-document assignment workflow for recurring acknowledgements.