WFM UK: UI Refresh HR: Loading Employee Documentation, Checking Available Storage and Reporting on Uploaded Documentation – Fourth & HotSchedules Customer Success Portal

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

Click here for a video guide on Loading Employee Documentation

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.

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.

The 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

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

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