Overview
Document Management allows the uploading of files to an employee's HR file, such as proof of eligibility documents. Each 'Employee Info' section of the system has a limited (though ample) amount of storage allowance. This article will explain how to upload files to an employee's record, check the storage allowance, and run a report on files loaded for specific employees.
Loading Employee Documentation
The steps below require the user to have a certain level of access within the system. Typically it will be managers of the employees in questions who carry out this task.
Checking Storage Allowance
Fig.1 - Storage allowance details in an employee's Document Management area
If the employee has no documents loaded, follow the steps above and load a ‘dummy’ file. Once loaded, the storage information will display in the bottom-right corner.
Reporting on Documents
There is also a customised report field to report on documents assigned to employees.
he below steps will create a report with the following columns: "Forename", "Surname", "Location", "Document Type", "Uploaded By", "Uploaded On", "Document Notes", and "File Size".
Fig.2 - Creating a new Report Template
Fig.3 - Ticking Return boxes in the Document Management Report Group area
Click here for a video guide on creating customised reports
Further Reading
How to: Upload a Document Template
How to: Use Uploaded Document Templates
How to: Set Up Document Managment Types
Release Note: Document Templates Modification
Document Management allows the uploading of files to an employee's HR file, such as proof of eligibility documents. Each 'Employee Info' section of the system has a limited (though ample) amount of storage allowance. This article will explain how to upload files to an employee's record, check the storage allowance, and run a report on files loaded for specific employees.
Loading Employee Documentation
The steps below require the user to have a certain level of access within the system. Typically it will be managers of the employees in questions who carry out this task.
- Go to the HR Module
- Go to Employees > Employee List
- Search for and select an Employee Name to view details
- Go to Employee Info > Document Management
- Select Upload a Document and make a selection from Document Type drop-down
- Browse to the file that is to be uploaded and select Save
Checking Storage Allowance
- Go to the HR Module
- Go to Employees > Employee List
- Search for and select an Employee Name to view details
- Go to Employee Info > Document Management
Fig.1 - Storage allowance details in an employee's Document Management area
If the employee has no documents loaded, follow the steps above and load a ‘dummy’ file. Once loaded, the storage information will display in the bottom-right corner.
Reporting on Documents
There is also a customised report field to report on documents assigned to employees.
he below steps will create a report with the following columns: "Forename", "Surname", "Location", "Document Type", "Uploaded By", "Uploaded On", "Document Notes", and "File Size".
- Go to HR Module > Reports > Customised Reports > Create Template
- Populate the Template Name field
- Select Employee Details Report from the Report Type drop-down
- Write a Template Description if wished
- Save
Fig.2 - Creating a new Report Template
- Have Employee Details selected from the Report Group drop-down
- Put ticks in the Return boxes against Forename, Surname, and any other fields wanted
- Save
Fig.3 - Ticking Return boxes in the Document Management Report Group area
- Change the Report Group drop-down to Employee Work Details, tick the Return box for Location, and Save
- Change the Report Group drop-down to Document Management and tick all available Return boxes
- Save and then Run Report
Click here for a video guide on creating customised reports
Further Reading
How to: Upload a Document Template
How to: Use Uploaded Document Templates
How to: Set Up Document Managment Types
Release Note: Document Templates Modification
Comments
Hi ,
can a mass upload of documents be done?
Please sign in to leave a comment.