Collaborators: Paper-Based Workflows Break & How UnDesked Fixes Them

Paper doesn’t usually fail at the start of a job.
It fails at the handoff.

A permit is started on first shift.
A signature is needed from maintenance.
A supervisor review happens later.
The job moves on… and the paperwork trails behind.

This is one of the most common — and costly — breakdowns in frontline operations. Not because teams aren’t doing their jobs, but because paper was never designed for shared, real-time work.

UnDesked solves this problem with a capability called Collaborators.

The real issue isn’t forms — it’s coordination

Most frontline documentation isn’t single-owner work.

Think about:

• Hot work permits

• Confined space permits

• LOTO documentation

• Maintenance and inspection checklists

• Incident and safety reports

These all require multiple people to contribute, verify, or sign off. On paper, that means:

• Waiting for the next person to find the form

• Chasing signatures across shifts

• Recreating lost or outdated versions

• Guessing whether something is actually complete

The result is stalled jobs, incomplete documentation, and unnecessary risk.

What Collaborators changes

Collaborators allows multiple people to work on the same live document at the same time — without creating copies, delays, or confusion.

Instead of passing paper around, UnDesked keeps everyone connected to a single source of truth.

How it works in practice

1. A worker opens a permit, checklist, or report in UnDesked

2. They complete their portion of the form

3. Required team members are added as collaborators

4. Those collaborators instantly see the same document in their task list

5. Each person completes their section or signs — with updates visible in real time

There’s no waiting, no version mismatch, and no wondering who still needs to act.

Built for the realities of frontline work

Collaborators was designed for environments where:

• Crews rotate across shifts

• Teams don’t sit at desks

• Work happens across departments

• Timing matters

That’s why it works without app installs and without creating login friction for production workers. The focus stays on getting the job done — not managing software.

Why this matters operationally

With Collaborators:

• Jobs don’t stall waiting on signatures

• Documentation is completed during the work, not after

• Compliance records are accurate and provable

• Supervisors gain visibility without micromanaging

• Teams spend less time chasing paper and more time working

What once required multiple handoffs and reminders becomes a single continuous workflow.

For manufacturers running tight schedules, complex safety processes, or multiple shifts, this can remove hours of wasted time every week — while improving consistency and accountability.

A better standard than paper handoffs

Paper workflows assume work happens one person at a time.
Frontline operations don’t.

Collaborators aligns documentation with how work actually happens on the floor — collaboratively, in motion, and across roles.

It’s a small change in how forms are handled, but a major shift in execution speed, accuracy, and confidence.

Want to see it in action?

If you’d like to walk through a real-world permit or checklist and see how Collaborators works in a manufacturing environment, we’re happy to show you.

👉 Schedule a quick demo and see how shared workflows replace paper handoffs for good.