Upload non-HR documents to an employee's file

Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Employee  , Manager    , Admin    

The Upload Documents feature allows you to upload items such as meeting briefs, project scoping notes, and work specifications against a chosen employee file. You can also control who has access to this information, i.e. the employee, their managers, or members with specific custom security settings.

If you want to add HR documents, such as employment contracts, see this article.

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.

Upload a document

Upload a document

Helpful Hint

For security purposes, the platform will conduct a security scan of the uploaded document before it can be viewed. "This file is pending security scan" will appear when mousing over the document.

  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Click the employee name that needs a document uploaded.
  4. Select the Documents tile.
  5. Select the Uploaded Documents tab.
  6. Select Upload document.
  7. Upload the chosen file from either your computer or using a URL link.
    uploaddoc01.jpg

    Important

    The maximum uploaded file size allowed is 10Mb.

  8. Click or drag the required file onto the Upload tile.
  9. Enter a new name for the uploaded document.
  10. 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. To add a custom tag, start typing while in the Input field and once you have entered three 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. 

  11. 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
  12. Click the Save button.
    uploaddoc02.jpg

Manage documents

View a document
  1. Click the   People menu.
  2. Click the Employees List 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.
    viewdoc01.jpg

    Helpful Hint

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

    viewdoc02.jpg
Search for a document
  1. Click the   People menu.
  2. Click the Employees List 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.
    searchdoc01.jpg
Edit a document
  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Click the employee name that needs a document edited.
  4. Click the Upload Documents button.
  5. Click the Actions   button.
  6. Click the   Edit button.
    editdoc01.jpg
  7. Make the required changes and then click the Save button.
    editdoc02.jpg
Delete a document
  1. Click the   People menu.
  2. Click the Employees List 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.
    deletedoc01.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.

    deletedoc02.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. 

How do I restrict access to admins, employees, and their direct managers?

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 and this will then 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. 

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 box and this will grant document access to admins and the employees indirect managers.

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

Why am I unable to see the uploaded documents for certain employees?
This is likely because you do not have the necessary permissions to view HR documents for certain employees. You will need an admin to add you to a custom security group. See here for more information.

Explore related content

  • 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.
  • Compliance Reporting: HR Documents This feature allows you to report on the documents assigned across the whole organisation, and can give you insight on their status and if any are showing a status of outstanding, you can remind that user to sign the relevant document.
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