Employee file: Uploaded documents

Overview

Having the right tools as a manager to organise your employee specific documentation will significantly reduce the administrative time you spend on this task. The uploaded documents feature in the employee file has three core tools to assist you on this front. These tools are:

  • Document uploading.
  • Document searching.
  • Document sharing.

Document uploading provides you the tools to attach digital records to a specific employee file. These could range from job descriptions right through to meeting notes.

Document searching provides you the tools to search an employees file and find specific records you have shared with them. The platform bases the search feature of the tagging feature, providing you with a wide range of customisable search options.

Document sharing provides you the tools to determine who will see the file you uploaded, will the employee see it, just their manager, indirect manager and/or even payroll.

Helpful Hint

Your employees can view the uploaded documents you have shared with them through the My Documents feature. For more details on this feature, refer to the following article.

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium

Getting started

Uploading a document
  1. Click on the Personnel menu.
  2. Click on the Employees submenu.
  3. Click on the Employee's Name, who needs a document uploaded.
  4. Click on the Upload Documents button.
  5. Click on the Upload button.
    Upload_1.jpg
  6. Upload the chosen file from either your computer or using a URL link.

    Important

    The maximum uploaded file size allowed is 10Mb.

  7. Click the Upload button.
    Upload_2.jpg
  8. Enter the required document tags into the Add New Tag field and click Enter on your keyboard.

    Helpful Hint

    You can use the tags you create to search for specific uploaded documents at a later date.

  9. Select the required sharing options:
    • Employee.

    Helpful Hint

    Un-selecting the employee sharing option will mean only the admin can see the uploaded file, not the employee. The employee's primary manager can see the file if they have access granted through the security permissions feature.

    • Direct and/or Indirect Managers
    • Payroll

    Helpful Hint

    The payroll sharing option allows you to restrict access to users who have the payroll security permission enabled. For further details on security permissions, refer to the following article.

  10. Click the Save button.
    Upload_3.jpg

Maintain

Searching for a document
  1. Click on the Personnel menu.
  2. Click on the Employees submenu.
  3. Click on the Employee's Name, who needs a document viewed
  4. Click on the Upload Documents button.
  5. In the Search Documents field, type in the document tag.
    Upload_4.jpg
Editing a document
  1. Click on the Personnel menu.
  2. Click on the Employees submenu.
  3. Click on the Employee's Name, who needs a documented edited.
  4. Click on the Upload Documents button.
  5. Click the Edit button.
    Upload_5.jpg
  6. Update the relevant information and then click the Save button.
    Upload_6.jpg
Deleting a document
  1. Click on the Personnel menu.
  2. Click on the Employees submenu.
  3. Click on the Employee's Name, who needs a document deleted.
  4. Click on the Upload Documents button.
  5. Click the Delete button.
    Upload_7.jpg
  6. On the confirmation screen, type in the document's name and click the Delete button.

    Important

    Employment Hero shows the full document name in bold within the two brackets. However, the document name does not include the two outer brackets.

    To delete a document, you need to type in the full document name including any dates, times, and/or punctuation marks displayed.

    Upload_8.jpg
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