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General Settings

The General Settings section serves as the central configuration hub for the Compliance module. This area allows administrators to define default behaviours and automation rules that streamline compliance workflows, improve document organisation, and ensure consistency across all compliance records.

General Settings provide system-wide controls that affect how compliance entries are created and managed throughout the platform. By configuring these settings appropriately, organisations can reduce manual setup tasks, enforce standardised practices, and maintain better control over compliance documentation.

These global configurations apply automatically to all new compliance entries, ensuring that best practices are followed consistently across teams and departments. Properly configured general settings help minimise errors, accelerate onboarding processes, and maintain audit-ready documentation standards.

Compliance > General Settings

Quick Check - Before You Start
  • Confirm Site Settings › Compliance › General Settings access for your administrator account.
  • Expect changes to affect new compliance entries only—plan whether existing records need manual folder or member updates.
  • Coordinate with Company › Staff so default members you select are active and appropriate for notifications.

Available Settings

Automatically Create a Folder

When enabled, this setting automatically generates a dedicated folder structure for each new compliance entry. This ensures that all related documents, attachments, and supporting files have a designated storage location from the moment the compliance record is created.

Files

Configuration Instructions

To configure general settings for the Compliance module:

  1. Navigate to Site Settings › Compliance › General Settings.
  2. Locate the Files section.
  3. Changes take effect immediately and apply to all new compliance entries created after the setting is modified.

Files

Note

This setting is global and applies system-wide to all new compliance entries across all categories, departments, and workflows. Existing compliance entries are not affected by changes to this setting.

Default Members

The Default Members setting allows administrators to pre-assign specific team members to all new compliance entries automatically. This ensures that designated personnel are notified and engaged from the moment a compliance record is created, improving accountability and response times.

Default Members

Configuration Instructions

To configure default members for the Compliance module:

  1. Go to Site Settings › Compliance › General Settings.
  2. Click the Members section.
  3. Click Add another item to display all enabled staff members.
  4. Select one or multiple members from the list. Only enabled members from Site Settings › Company › Staff will appear.
  5. Click Save to apply the default member configuration.

Note

  • Selected members will be automatically added to all new compliance entries created after this configuration.
  • Existing compliance entries are not affected by changes to default members.
  • Removing a member from the default members list in this pop-up does not delete or disable the staff member in Site Settings › Company › Staff. It only removes them from being automatically assigned to new compliance entries.
  • Users can still manually add or remove members from individual compliance entries after creation, regardless of the default members configuration.

Use Cases

Typical scenarios where default members are valuable:

  • Compliance oversight: Assign a compliance manager to all entries for centralised monitoring and reporting.
  • Quality assurance: Automatically involve QA personnel in compliance records related to product safety or manufacturing standards.
  • Regulatory liaison: Include staff responsible for external reporting and regulatory communications.
  • Department heads: Assign supervisors or department managers to ensure they maintain visibility over compliance activities in their areas.
  • Audit preparedness: Ensure audit coordinators are automatically assigned to maintain readiness for inspections and reviews.

Tip

Folder Management:

  • Enable automatic folder creation to ensure every compliance record includes a dedicated space for essential documents like licences, audit reports, certifications, and corrective action plans.
  • This setting is particularly beneficial for organisations managing high volumes of compliance documentation or operating in heavily regulated industries.
  • Combine this setting with standardised document naming conventions and folder management policies to maximise organisational benefits.
  • Regularly audit folder usage to ensure teams are leveraging the automatically created folders and maintaining proper documentation practices.

Member Assignment:

  • Designate default members who have system-wide compliance oversight responsibilities, such as compliance managers, quality assurance leads, or regulatory affairs officers.
  • Limit default members to 2-4 personnel to maintain focus and prevent notification overload. Additional members can always be assigned manually to specific entries.
  • Review default member assignments when staff transitions occur, ensuring continuous oversight without gaps in accountability.
  • Configure user notification preferences alongside default member settings to ensure assigned personnel receive appropriate alerts without overwhelming their inboxes.

General Configuration:

  • Consider documenting these configuration settings in your organisation's compliance procedures manual to ensure consistency during staff onboarding and training.
  • If your organisation migrates from manual folder creation or member assignment to automatic configuration, communicate the changes clearly to ensure users understand the new workflow.
  • Test configuration changes in a non-production environment if available, or implement during low-activity periods to minimise workflow disruption.
  • Periodically review both settings (quarterly or bi-annually) to ensure they continue to meet your organisation's evolving compliance requirements and operational needs.

Troubleshooting

Why do new compliance entries still lack folders or members after I saved settings?

Automatic folders and default members apply only to records created after the configuration is saved; existing entries keep their prior structure and membership.

Steps to resolve:

  1. Create a test compliance entry to verify the automation fired.
  2. For legacy entries, add folders or members manually following your SOP.
  3. Revisit General Settings to confirm Save completed and no browser errors appeared.
Why is a staff member still on new compliance records after I removed them from Default Members?

Removing someone from the default list stops future auto-assignment but does not strip them from records where they were already added.

Steps to resolve:

  1. Open affected compliance entries and remove the member manually if they should no longer participate.
  2. Confirm the user still exists in Site Settings › Company › Staff—removing defaults does not delete staff accounts.
  3. Communicate the change so teams know to expect blank member sections on brand-new entries.
Why can I not find a colleague when picking Default Members?

Only enabled staff appear in the picker; disabled or incomplete staff records are hidden.

Steps to resolve:

  1. Open Site Settings › Company › Staff and ensure the person is active.
  2. Refresh Compliance › General Settings › Members and click Add another item again.
  3. Limit default members to a small oversight group (2–4 people) to avoid notification noise, adding others manually per record when needed.