In an increasingly digital business world, document management plays a key role in companies’ organisation, compliance and efficiency. Digital document management platforms have been transforming the way companies manage occupational safety, tax and environmental documentation, among others. However, successfully implementing and using these tools does not depend on technology alone. Above all, it depends on the skills of their users. This is why ongoing user training plays a strategic role.
In this article, we take a technical look at why training matters for users of digital document management platforms. We also explain how GEDOC Academy stands out as an effective solution to ensure the optimal use of document management platforms in Portuguese and Brazilian companies.
1. The challenge of digital transformation
Digital transformation means replacing manual processes with technological solutions that provide greater control, security and traceability. However, adopting new technologies requires employees to change their behaviour, routines and skills.
Many companies invest in digital platforms without properly preparing the teams that will use them. The result is underused resources, operational errors, missed deadlines and frustrated users.
Training is therefore a central element in securing a return on the investment made in technology.
2. The main difficulties users face
A lack of proper training can cause several difficulties when using document management platforms:
Limited navigation: unfamiliarity with the platform’s structure and main features;
Poorly executed processes: incorrect document submission, missed deadlines or badly configured alerts;
Non-compliance: failures to update documents, with legal and operational implications;
Low automation: tasks that could be automated are done manually, which increases the risk of error;
Resistance to change: users’ lack of confidence in the platform increases resistance to using it.
3. The strategic role of user training
Proper user training enables:
A better understanding of the platform’s logic;
Fewer operational errors;
Greater efficiency and productivity;
Better documentation quality and compliance;
Full use of the platform’s features;
Greater user confidence and autonomy.
Furthermore, it is essential that training is adapted to users’ technical level (basic or advanced), the company’s sector and the reality of field operations.
4. GEDOC Academy as a solution
GEDOC Academy was created to ensure that users of document management platforms, both administrators and service providers, know how to use all their features correctly and get the most out of the tool.
The main features of GEDOC Academy include:
Fully customised live online sessions;
Training delivered by the platform administrators themselves;
Use of the client’s real platform for a practical, contextualised learning environment;
Ongoing support, even after training;
Availability in Portuguese, Spanish and English;
Training for master users and basic users;
Sessions held every working day (except national holidays and the Ílhavo municipal holiday).
5. Use cases and impact
Companies that have invested in training their users have reported:
Fewer non-conformities in internal and external audits;
Shorter document response and processing times;
Smoother communication between service providers and clients;
Greater reliability in documentation-based access control processes;
Less reliance on technical support thanks to greater user autonomy.
6. User training as a legal compliance tool
In sectors such as construction, energy, industrial maintenance or logistics, legal compliance in occupational health and safety requires strict adherence to documentation requirements. Consequently, misuse of the platform can lead to breaches of Portuguese and European legislation, resulting in legal penalties and lost contracts.
For this reason, training ensures that all users know their responsibilities and how to document them correctly on the platform.
7. Training paths by user profile
On a document management platform, users have very different responsibilities. Therefore, training should follow separate paths, with content and duration adjusted to each profile.
| Profile | Main content | Recommended format |
|---|---|---|
| Service provider | Uploading documents, checking statuses and responding to rejections | Short session with real examples |
| Validator | Acceptance criteria, rejection reasons and recording decisions | Practical session with difficult cases |
| Master user | Configuring requirements, profiles, alerts and reports | Several sessions, by topic |
| Management | Reading compliance indicators and reports | Demonstration session |
This way, each person learns only what they need for their job. In addition, sessions become shorter and easier to schedule.
8. Practical example: Onboarding a new service provider
Imagine an electrical installation company that starts working for a new client that uses a document management platform. In the first week, the administrative manager uploads documents for 20 workers, but more than half are rejected because they are in the wrong place or information is missing.
After a one-hour training session on the client’s real platform, she understands how the requirements are organised and how to read the rejection reasons. Next, she corrects the missing documents. The following week, almost all the workers are cleared. As a result, the company avoids delays in site access and reduces contacts with technical support.
9. Common mistakes in user training
A frequent mistake is to train only at launch and forget platform updates. Another mistake is using demo environments that do not match the client’s actual configuration. It is also common to leave out new employees who join after implementation. For this reason, training should be a continuous process rather than a one-off event.
10. How to measure the impact of training
To know whether training is working, the company should compare some indicators before and after the sessions. For example:
- percentage of documents approved on first submission;
- number of support requests per service provider;
- average time until a worker is cleared;
- expired documents not replaced on time.
When these values improve, training is achieving its goal. Conversely, if an indicator worsens, it is worth reviewing the content or reinforcing training for the most affected profile.
11. Support materials that complement the sessions
Live training is very effective, but users quickly forget what they do not practise. That is why it helps to provide quick reference materials, such as one-page guides, document lists by worker type and examples of correctly completed documents.
In addition, short videos on specific tasks, such as replacing an expired document, help users resolve questions without waiting for support. As a result, training keeps having an effect long after the session ends.
12. The role of administrators in training
A distinctive feature of GEDOC Academy is that training is delivered by the platform administrators themselves. In other words, the people who teach are the ones who configure the requirements and follow validations every day. Therefore, trainers know each client’s most common mistakes and can show concrete solutions.
Moreover, this close relationship makes follow-up after training easier. When a service provider has difficulties again, the administrator quickly identifies the cause and can suggest a new short session. In this way, training and technical support work as a single process rather than separate services. Consequently, users become autonomous faster and documentation quality improves consistently.
Frequently asked questions
How long does a GEDOC Academy session last?
It depends on the profile and topics. In general, sessions for service providers are short, while sessions for master users are divided by topic.
Can training be delivered in Spanish or English?
Yes. Sessions are available in Portuguese, Spanish and English, which makes it easier for service providers from different countries to take part.
Is it possible to repeat the training?
Yes. Whenever questions, platform changes or new users arise, it is advisable to schedule a new session.
Should service providers also receive training?
Yes, and they are often the group with the greatest impact. Service providers upload most of the documents. So, when they know exactly what is required and where to place each file, rejections fall and validation becomes faster for everyone. In addition, the relationship between the client and service providers becomes simpler and more predictable.
Conclusion: Investing in user training
User training is not an additional cost, but a strategic investment that ensures the success of digital document management. Moreover, adopting a document management platform should go hand in hand with an ongoing training plan aligned with the company’s goals and its employees’ real needs.
Finally, GEDOC Academy positions itself as an excellent partner in this process, ensuring that technology truly supports the business, legal compliance and operational efficiency.
Read also: The importance of training end users of document management platforms and End users in the implementation of document management platforms.
To learn more about digital skills in organisations, visit the European Commission.