WFM UK: HR: Loading Employee Documentation, Checking Available Storage and Reporting on Uploaded Documentation

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.

• 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

Provided the employee has at least one document loaded, storage information will display in the bottom-right corner of the screen. It will show the amounts of storage space used, remaining, and overall capacity.

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.

The following 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

• 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

• 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

The report will download as a csv file and should open in MS Excel by default.