1. Employment Hero Help Centre (MY)
  2. HR Web Platform
  3. ...
  4. Personnel
  5. Employees
  6. Employee File
  7. Management

Uploaded documents | HR Employee File

Jimmy
Updated

Overview

As an organisation, you will 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 employees will enable both you, the employee and their manager to read, access and review this information.

The Upload Documents feature allows you to upload documentation 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. 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:   Premium   Platinum
  User Access:   Employee     Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below premise will walk you through how to upload a document to an employee's file.

Upload 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__MY__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 or drag the required file onto the Upload tile.
  8. Enter a new name for the uploaded document.
  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. 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. 

  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

The below premises will walk you through how to view, search, edit, and/or delete a document assigned to an employee's file.

View 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__MY__3.jpg

    Helpful Hint

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

    Upload__MY__4.jpg
Search 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__MY__5.jpg
Edit a document
  1. Click the   Personnel menu.
  2. Click the Employees 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.
    Upload__MY__6.jpg
  7. Make the required changes and then click the Save button.
    Upload__MY__7.jpg
Delete 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__MY__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__MY__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. 

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. 

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 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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