HR employee file: Uploaded documents

Overview

As an organisation, you would have documentation that you would want to assign to your employees, such as meeting briefs, project scoping notes and work specifications. In these cases, having a central place you can store this data against the required employee will enable both you, the employee and their manager to read, access and review this information.

The Upload Documents feature within the Employee File module allows you to upload documentation against a chosen employee file and control who has access to this information, i.e. the employee, their managers or members with specific custom security settings. You can also use this feature to edit a document if the information changes and delete a file if you uploaded it in error.

Helpful Hint

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

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee   Manager   Admin

  This is the default access level, excluding any changes made via our Custom Security feature.

Getting started

Uploading a document
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the employee name that needs a document uploaded.
  4. Click the Upload Documents button.
  5. Click the Upload Document 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.
  8. Enter a new name for the uploaded document, if you would like a different name to the file name
  9. Enter the required custom tags or select from a prepared list of commonly used tags.

    Helpful Hint

    You can use the tags you create to search for specific uploaded documents at a later date. To add a custom tag, start typing while in the Input field and once you have entered 3 characters, the option to add the tag appears. Click the Plus button in the drop-down to add the custom tag once you have finished typing. 

  10. Select from the following document access options: 
    • Admins only access:

    Helpful Hint

    Admins will have access to this document as per their normal admin permissions. Here you can control whether only admins will see it or admins plus other additions.

      • Admins and others
      • Admins only
    • Reporting-line access:

    Helpful Hint

    If you leave a reporting line box unchecked, we will not give them access to this document, even if they have custom security settings permission, and you have selected the Non-reporting Line Access tick box. However, if they are an admin, they will still have access.

      • This employee.
      • Direct managers.
      • Indirect managers.
    • Non-reporting line access:

    Helpful Hint

    This allows you to provide access to users who have the custom security settings permission Employee File Details enabled. To read further details on how to set up security permissions, refer to the following article.

      • Non-payroll
      • Payroll
  11. Click the Save button.
    Upload_2.jpg

Maintain

Viewing a document
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the employee name that needs a document viewed
  4. Click the Upload Documents button.
  5. Click the Actions button.
  6. Click the View button.
    Upload_4.jpg

    Helpful Hint

    You will now see the details of the uploaded document on your screen.

    Upload_5.jpg
Searching for a document
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the employee name that needs a document viewed
  4. Click the Upload Documents button.
  5. Type in the Document Search field either the:
    • Document tag.
    • Document name.
    • File name.
    Upload_3.jpg
Editing a document
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the employee name that needs a documented edited.
  4. Click the Upload Documents button.
  5. Click the Actions button.
  6. Click the Edit button.
    Upload_6.jpg
  7. Make the required changes and then click the Save button.
    Upload_7.jpg
Deleting a document
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Click the employee name that needs a document deleted.
  4. Click the Upload Documents button.
  5. Click the Actions button.
  6. Click the Delete button.
    Upload_8.jpg
  7. 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. The document name is also case-sensitive.

    Upload_9.jpg

Further information

How do I restrict access to admins only?

When selecting the Admins Only tick-box, all other options below it will disappear and are consequentially unchecked, i.e. restricting access to admins only. 1.png

How do I restrict access to admins, this employee and their direct manager?

First, select the Admins and Others tick-box, which will then open up additional sharing options. Next select the This Employee and Direct Managers tick boxes. This will grant document access to admins, the employee, and their direct manager.

However, since you have not selected the Indirect Manager tick box, they the system will exclude them from accessing this document. Also, as you have also not selected the Non-payroll and Payroll tick-boxes, users with these custom security settings permissions will not have access. 2.png

How do I restrict access to admins, indirect managers and personnel who have payroll security permissions?

First, select the Admins and Others tick-box, which will then open up additional sharing options. Next, select the Indirect Managers tick boxes. This will grant document access to admins and the employees' indirect manager.

Finally, selecting the Payroll tick-box will grant access to these users who have custom security settings permission Payroll uploaded Documents enabled. However, since you did not select the This Employee and Direct Managers tick box, the system will exclude them from this document even if they have those custom security settings permissions. 3.png

Do custom security settings override upload documents permissions?

No, the document-access that you control at the document level will supersede the permission setting you have applied at the custom security settings level. This is in line with industry security standards, where specificity (document level) supersedes generality (custom security settings level).

For example, let's say Jane Doe is an indirect manager of John Smith and she also has Uploaded document access to Payroll documents via Custom security settings. The scenario is I have uploaded a document to John Smith and want him and his Direct manager to have access, as well as those with Uploaded document access to Payroll documents, however I don't want to provide John's indirect managers i.e. Jane Doe, access as there is some sensitive information in the uploaded document that Jane should not see.

I want the document access controls to override the custom security settings, so that users with Non-payroll custom security settings permission can access this document, but the indirect manager, who is also part of this group, needs excluding. To do this, I can select the below options.

Important

If Brad Cage (Direct manager of John Smith) has the Non-Payroll Uploaded Documents custom security setting enabled with the modify permissions versions selected, since he has access to the file he can edit and modify this document.

Author recommended

So you have now updated your employee documents and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

  • HR Employee File: HR Documents This feature is where you can assign in platform documents, for example, a letter of offer, and have the employee sign the document via the Electronic Signature feature.
  • Compliance Reporting: HR Documents This feature allows you to run a report on the documents assigned across the whole organisation, and can give you insight on the status of your documents within your organisation, and if any are showing a status of outstanding, you can remind that user to sign the relevant document.

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