FOCUS451 has created a simple and quick template creation wizard. 


To begin, Click on the "+" button located on the "Admin Panel" (left hand side of the screen). This will bring you to the first tab of the template creation wizard. 

  1. Starting Point: 
    • Select "Fresh Template" and click on "Next Step" located on the Top Right Hand corner.
  2. Basic Details:
    • Enter Title and Description. The template will be identified with the title in the library and when the staff is taking action. The description clarifies the intent, actions and users of the template. 
    • Select the audience to whom this template is intended for. 
      • Employee templates are assigned to individual staff belonging to any business, location and departments within the account. Compliance status for these templates is tracked in the "Employee Compliance Dashboard".
      • Business templates are assigned to the Company Admin. Compliance status for these templates is tracked in the "Business Compliance Dashboard".
  3. Properties: Refer to https://focus451.freshdesk.com/solution/articles/47000260544-auto-enforcing-compliance for details on how Compliance is Auto Enforced based on Template properties. 
    • This section decides how the templates are assigned and tracked as Compliance. In other words, these properties define the "enforcement" of the template for Compliance.
    • Employee Stage: Select a stage for which this template is applicable. 
      • Only the staff that are in the selected stage will be assigned task based on this template. 
    • Businesses: Select the Business/es and corresponding Location/s and Department/s to which this template is applicable to. 
      • Staff belonging to only these business/es, location/s and department/s will be assigned task based on this template. 
    • Insert the number of days that the staff will be given to complete the task based on this template. After this time period has passed, the staff will be considered Non-Compliant. 
    • If this is a "Repeating" template, enter the value in MONTHS after which this template will be automatically reassigned to the staff. 
    • Select the other four options based on Company preferences and policies regarding template compliance to be tracked in the dashboard as well as employee access to the template and documents. 
    • The last option allows a template to be assigned to a staff only once even if the staff is working across multiple locations within the same business.
  4. Template Docs

    • This allows the Company Admin to define actions (view, sign, upload a document etc.) needed from staff - including workflow for the template. It also contains a template wizard that will process a PDF document on which the Company Admin can add user fillable fields including E-signatures, custom fields and auto fillable fields that contain user information. 

    • FOCUS451 supports the use of PDF document for template processing, so any and all existing documents that your company currently uses can be put to use. 
      • Note: Please ensure that the PDF file to be used has necessary blank space for various fields.

    • FOCUS451 location module supports that following actions:

      1. Read, Sign/Initial and Fill necessary fields on the document.
      2. Action/ signature flow. FOCUS451 supports the following flows:
        • Staff/Employee Only  - In this case, only the employee to whom the requirement is assigned to will take action. As soon as the employee is done, the requirement will be considered complete.
        • Manager Only – In this case, only the employee’s manager will be required to take the necessary action. The manager is decided based on the hierarchy in the system setup by the admin. When there is no manager is defined, all manager tasks are assigned to the company admin.
        • First the Staff/Employee, then the Manager – In this case, first the employee will need to take action/s. After that is completed, the requirement is assigned (as a task) to the employee’s manager. Until the manager completes his/her required actions, the requirement is not considered complete.
        • First the Manager, then the Staff/Employee – Reverse of the above.

        • Note: FOCUS451 provides an easy to use, drag-n-drop document design wizard for these actions. Please see the details for the Document Wizard.

      3. Upload one or more documents.
        • This will prompt the user (either the employee or manager) to upload a document. This assumes that no actual document needs to be viewed/signed by the user.
        • Although specified on this tab, the upload document is specified in the next screen (Supplemental Docs)
        • E.g. Employee Permit.
  5. Supplemental Docs

    1. This provides the admin the ability to require any supplemental document from the user. This may be in addition to the document requiring signature or other fillable fields.

    2. To set this tup: 

      1. Click on "Document + " button

        • This specifies what document needs to be uploaded. This provides the user the necessary information as to which document needs to be uploaded.

      2. The admin can make this requirement “mandatory” and also require that the user provide the “expiry date” of the document being uploaded.

      3. The expiry date of the document is tracked by the system and appropriate alerts are created based on the expiry date and the number of days that the user is allowed to upload a current copy of the document (as per properties above).

        • e.g. Critical documents such as employee permit or license can be tracked through using this feature.

      4. To attach a document that the user can download and fill outside of FOCUS451, click on the "Upload" button.

  6. Activation
    1. Only after a template is made "Active", it will be applied to users based on its properties. 
    2. In order for the template to be in "Auto Enforced", you must select to make it Active "Immediately" or on a "Specified Date". 
      • Example of this is the distribution of a companywide policy handbook. 
    3. In the "Manual" mode, the template is made "Active", but has to be assigned on an individual basis to users. 
      • Example of this is Vacation Request form.