Managing Employee Documents

3 min read

Table of Contents

Steps to Manage Employee Documents:
Important Notes:
Conclusion

Efficient document management is crucial for maintaining accurate employee records. HRSimplified allows you to easily upload, organize, and track employee documents to ensure compliance and accessibility. This guide will walk you through how to manage employee documents within the platform.

Steps to Manage Employee Documents: #

1. Navigate to the Employee’s Profile #

Go to HR Administration from the left-side menu.
Select All Employees to access the list of employees.
Use the search function or scroll through the list to find the employee whose documents you want to manage.

2. Open the Documents Tab #

Once on the employee’s profile, navigate to the Documents tab.
This tab displays all documents associated with the employee, such as contracts, performance reviews, certificates, and policy acknowledgements.

HRSimplified Employee Documents section in Manage Employee

3. Uploading Documents #

To add a new document, click the Upload Document button.
Select the document type (e.g., contract, identification, medical records).
Upload the file by browsing your device or dragging the file into the window.
(Optional) You can also add notes or descriptions to provide context for the uploaded document.
Click Save to upload the document to the employee’s record.

HRSimplified Employee Upload of documents

4. Tracking Acknowledgements #

If you upload an important document like a company policy or contract, you can request an employee acknowledgment.
The employee will receive a notification prompting them to log in and acknowledge the document.
You can track whether the employee has acknowledged the document by checking the acknowledgment status in the Documents tab.

5. Document Signatures #

If a document requires a signature, you can request the employee to digitally sign it.
The employee will be notified to sign the document through their dashboard under the My Documents section.
Once signed, the document’s status will update, and the signed copy will be stored with the employee’s record.

6. Employee-Uploaded Documents #

Employees can also upload their own documents (e.g., certificates, medical forms) if this feature is enabled.
To allow employees to upload documents, go to Workflow > Workflow Settings and enable the Employees can upload their own documents switch.
You can also configure whether HR approval is required for employee-uploaded documents by enabling the HR Approval required for uploads setting.

Important Notes: #

Access Control: Employees can only view documents that have been shared with them. Sensitive or administrative documents remain restricted to HR personnel.
Audit Tracking: All changes, uploads, and approvals related to employee documents are tracked in HRSimplified, ensuring compliance with data regulations.
Document Signatures: Digital signatures are stored alongside the document with complete audit information, including the user who signed and the timestamp.
Avoiding Duplicate Uploads: Ensure that you don’t upload the same document multiple times to avoid redundancy. The system will flag any potential duplicates for review.
Employee Document Review: If employees are required to submit their own documents, HR can review and approve them under the Documents tab, ensuring that all uploads meet company standards.

Conclusion #

Managing employee documents in HRSimplified is streamlined, allowing HR professionals to organize, track, and request important documents. With tools for document uploads, acknowledgments, and digital signatures, you can ensure compliance and keep records up to date.