Steps for document requirement setup
- 01
Open document requirements and create or edit one.
- 02
Set the name, guidance, whether it is required and whether it holds report uploads.
- 03
Choose the first due date, renewal cycle, upload instructions and reminder recipients.
- 04
Save it and check the tasks it creates for each franchise.
What the finished work leaves you with
A saved document requirement that states the upload instructions, whether it is required, whether it blocks reporting, the due date, the renewal period, and who gets reminders.
What to do when the review finds a problem
You are deciding how strict the requirement is
Set it as required or optional, then decide separately whether a missing document blocks sales reporting.
The document must be renewed, not collected once
Set the first due date and how long each document stays valid.
The document has format, date, or content rules
Write upload instructions a franchise contact can follow without asking you.
Every setting is filled in and you know which franchises it affects
Check what each affected franchise will be asked for before you save it.
A common mistake to avoid
Changing a requirement for every franchise to handle one franchise’s exception. Handle that as a follow-up instead.
Franchise document requirement setup checklist
Use this checklist before you save a new document requirement for franchises. It treats “required” and “blocks reporting” as separate choices, sets due dates and renewals, writes upload instructions people can follow, and checks the saved requirement on one franchise.
Before you start
- Write down the document’s purpose, which franchises need it, whether it is required, and whether it blocks reporting.
- Choose the first due date, how long each document stays valid, and who gets reminders.
- Pick one affected franchise to check after saving.
When a document requirement creates the wrong work
A document requirement decides what each franchise is asked to upload. Check who it applies to, its due and renewal dates, its instructions, and whether it blocks reporting before editing individual items, or a one-off fix can hide a setup mistake.
Franchises are not being asked for the new document.
Check first
- Confirm the requirement is active and applies to the franchises you expected.
- Check the first due date, start date, and any status condition that controls who gets it.
- Compare one affected franchise with one that is getting the requirement.
Next action
Fix who the requirement applies to or when it starts, then recheck the franchises. Do not create manual copies until the owner confirms why the requirement missed them.
Confirm the result
A sample affected franchise shows the requirement once, with the right status, due date, and instructions.
The due or renewal date does not match your schedule.
Check first
- Compare the first due date and renewal period with how long the document should cover.
- Check whether the date is counted from upload, approval, franchise start, or a fixed calendar date.
- Check whether an existing item was created under an older version of the requirement.
Next action
Fix the requirement for future items and correct existing items separately, with a reason. Do not quietly shift due dates to make the list look current.
Confirm the result
New and existing items use the intended dates, and any correction to older items notes what changed.
A requirement blocks reporting when the team expected it to be informational.
Check first
- Read the required and blocks-reporting settings separately.
- Check whether the report is tied to an older version of the requirement.
- Confirm the intended effect with the person who set the policy.
Next action
Change the blocking setting only after the policy owner confirms it, and keep the existing history. Do not mark every item complete to work around a setting.
Confirm the result
A sample franchise and its report behave the way the policy owner agreed.
Franchise owners do not understand what file to upload.
Check first
- Read the instructions as someone who does not know the author’s shorthand.
- Check that they name the file type, dates, coverage period, and who to contact.
- Compare them with what the reviewer will check before approving.
Next action
Rewrite the instructions around the file, the period, and the proof the franchise must provide. Handle one-off exceptions in a follow-up rather than adding vague instructions for everyone.
Confirm the result
Someone new can tell which file and period are expected, and reviewers can apply the same instructions every time.
When you need to hand it on
- Include the requirement, who it applies to, its dates, renewal rule, required and blocking settings, and one affected franchise.
- Separate a problem with the requirement from a single franchise exception before changing records.
- Ask the policy owner to approve any change to which reports are blocked.
Link to the record instead of copying passwords or unrelated personal details into your note.
A situation to work through
An organization wants a certificate renewed on a schedule, with clear upload instructions and sales reporting blocked when it lapses. The admin checks the first due date, renewal period, and reminder recipients before saving.
Check that the required and blocks-reporting settings, dates, renewal period, instructions, and reminders match your policy before saving.
This is a planning example, not a customer result.
How are franchise document requirements set up?
In one form, set the document name, guidance for franchisees, whether it is required, whether it holds report uploads, the first due date, how often it renews and who gets reminders. Saving it creates the matching task for each franchise.
Put the workflow into practice
In Granite, a document requirement sets the due date, renewal cycle and reminders once, and every franchise it covers gets the task.
Set it up in Granite with your own franchises, reporting periods and billing rules.