How Do I Configure an Employee Document?
Employee documentation reflects the company’s compliance requirements. Employee documents can be created within the system without limitations and are configured and monitored at various levels. The Employee Document Types functionality provides options for configuring and managing employee documentation. When setting up a new employee, the selected options determine which documents are assigned, as the relevant document types are applied accordingly.
Employee Documents include:
- Employee Training Documents – Documents specific to employee training.
- Employee Documents – Documents specific to employees.
Employee Document Types include
- File Upload - the employee can upload their required documents from their files.
- Digitised Form Filling - digitised forms are configured prior to setting up employee documents. The selected forms are filled by the employee.
- Read & Receipt Documents - the required documents can be uploaded for the employee to read and mark as ‘Read & Receipt’.
To Configure Employee Documents:
- On the left column, go to Settings and click Employee Documents.
- Click +New Document Type.
- Enter the Name and Description of the Employee Document.
- Choose the Entity from the dropdown options.
- Select the Document Type from the dropdown options. Depending on the option you select, a number of options will appear that can be selected, this includes:
- File Upload:
- Required - the employee must upload the required file to be compliant.
- Only .pdf are allowed - only .pdf type files can be uploaded (this is also available for digitised form filling and read & receipt options).
- Private - the documents are only viewable by an administrator (this is also available for digitised form filling and read & receipt options).
- Expiry Required - an expiry date must be added to the document (this is also available for digitised form filling and read & receipt options).
- Digitised Form Filling
- A dropdown option will appear below where you must select a form relevant to the entity that is selected. Note that forms must be digitised before configuring employee documents.
- Read & Receipt Document
- The option to add attachments will appear below. To add attachments, click on the white box or drag and drop the document to the white box.
- Enter the Months and Days Default Expiry Date - this is the time period the document will expire. If the Expiry Required option has been selected, this will not be available.
- Click Save & Submit.
- Once the Employee Document has been configured, it can be assigned to employees on the system.
This is required before you can add an Employee Document Type:
- Digitise your Forms
- A field with a red asterisk beside it means it is required and you will not be able to complete your work without filling in these fields.
Other Options:
- Under the ‘Form’ dropdown options, you will see an option to add more forms, by clicking the Here button highlighted. This will take you to the Form Builder section - be cautious that when you click this button, the details you have entered will be deleted.