Software Updates Dec 2025

UnDesked’s latest software release delivers some of our most powerful upgrades yet—giving frontline teams faster collaboration, stronger automation, smarter standardization, and seamless communication.

This update introduces Advanced Assignment Triggering, allowing workflows to launch automatically from precise form responses; a new Collaborators feature for real-time, multi-user document editing; Global Resources, which standardize forms and workflows across every site in your organization; an enhanced PDF Builder that transforms static documents into fully interactive, auto-filled digital forms; and Resource Forwarding, which instantly routes completed forms to the right people without manual follow-up.

Together, these features remove bottlenecks, eliminate paper-driven delays, and create consistent, connected operations across the entire frontline.

Advanced Assignment Triggering

With Advanced Assignment Triggering, UnDesked removes the guesswork from workflow automation. Instead of relying on generic triggers or manual task creation, you can now assign workflows based on precise criteria—including user profile properties and specific responses inside a form. This gives teams a powerful way to make everyday forms function like automated workflow engines.

As shown in the update video, you can configure a task to trigger the moment a user selects a specific answer on a form. For example, if someone indicates “Yes, I’m bringing a food item”, the system automatically assigns them the corresponding workflow and due date—no pass/fail logic required and no manual intervention. After selecting the form, adding a rule, and choosing the targeted question, the automation runs instantly whenever the response meets the criteria.

Once the assignment is triggered, users can see it appear immediately in their hub, and administrators can confirm it in the Assignments and Automations sections, where all rules and timelines are visible and editable. This eliminates missed steps, inconsistent follow-ups, and delays caused by one-off manual processes. Advanced Assignment Triggering ensures that every submission routes into the correct workflow, every time.

Collaborators

The new Collaborators feature makes it possible for multiple team members to work on the same form or document at the same time, eliminating bottlenecks and speeding up completion across shifts and departments. Instead of waiting for one person to finish their portion of a permit, checklist, or report, teams can now contribute in real time—signing, updating, and completing their parts without delay.

In the video walkthrough, we start with a Work From Heights permit assigned to a user. After the user completes their section, they still need signatures from coworkers participating in the job. With the new Add Collaborators option, they can instantly invite additional team members. The added collaborator sees the assignment appear in their own task list, opens the document, and views all previously entered information exactly as it was filled in—updated live as changes occur.

Both users can type, sign, and complete their required fields, and once finished, the collaborator can simply save and exit. Every update is preserved, synchronized, and visible to all assigned contributors. This ensures accurate, up-to-date documentation and removes the delays caused by handoffs, shift changes, or incomplete paperwork. Whether updating maintenance logs, completing safety permits, or finalizing incident reports, Collaborators brings true real-time teamwork to frontline operations.

Global Resources

Global Resources gives organizations the power to standardize their forms, workflows, and training materials across every location—ensuring that every site operates from the same playbook. Instead of each plant or warehouse creating its own version of a form (and quietly introducing small but risky inconsistencies), Global Resources allows administrators to pull, share, and elevate resources so that they originate from one centralized, authoritative source.

In the video walkthrough, we start by selecting the Pull option beside a resource. This moves the form from a demo location into the current organizational level, creating a separate but fully transferable version. From there, administrators can distribute the resource to additional locations or, if they are super admins, elevate it all the way to a global level—where it lives outside any single organization and can be reused anywhere.

Each movement creates a distinct copy, meaning changes made at one location do not silently overwrite another. A resource updated at a site remains local to that site. A resource updated at the organizational or global level remains authoritative at that tier. This structure protects standardization while still allowing local flexibility when needed.

Using Share, teams can send forms to specific sites or filter by tags to quickly distribute them. Locations receive their copy instantly, can modify it for their workflows, and can delete it without affecting the original source. The system ensures visibility, consistency, and maintainability across growing multi-site operations.

Global Resources eliminates divergence, reduces errors caused by outdated local forms, and dramatically simplifies supporting multiple facilities with one consistent toolkit.

PDF Builder/Editor

Resource Forwarding

Resource Forwarding ensures that completed forms automatically reach the right people the moment they’re submitted—no chasing, no manual emails, and no delays that could slow down incident response or maintenance coordination. This feature turns every workflow into a real-time communication channel, ensuring that critical information travels instantly to HR, Safety, Maintenance, or any other team that needs to take action.

In the demo, we walk through creating a new notification using the Resource Forwarding trigger. After selecting a workflow—such as an Incident Report—you can specify exactly which resource within that workflow should be forwarded once it's completed. From there, you add the recipients who need to be alerted. These can be individuals or entire teams, and delivery can happen via email, text message, or even digital signage for on-site visibility.

Once set up, the system handles everything automatically. When the form is completed, recipients receive a message with a link to the document. They can open it instantly, review all submitted information, and even download it from the top corner of the viewer. This ensures that time-sensitive reports never sit unnoticed and that operational and safety teams can respond without delay.

Resource Forwarding eliminates breakdowns in communication, reduces risk, and keeps your organization aligned by ensuring completed forms always land in the right hands at the right moment.

At UnDesked, we’re committed to continually improving the platform so frontline teams get the tools they deserve—faster, smarter, and shaped by real user feedback. Every update we release is driven by what you’ve asked for: clearer workflows, stronger automation, better collaboration, and features that remove friction from daily operations.

If you’re new to UnDesked and want to see these capabilities in action, you can request a demo anytime.

If you’re already a customer, our team would love to walk you through how to start using these features inside the software you already have. We’re here to help you modernize, simplify, and elevate your frontline operations—one update at a time.