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Effective document management is essential for maintaining organization. In this guide, we'll explore various aspects of managing documents, including creating folders, organizing documents, and ensuring proper access and permissions. Let's dive in!
Creating folders
Navigate to the Settings section and locate the Documents tab.
Click on the ''+ Add'' button to create new folders for organizing your documents.
Name each folder appropriately to reflect the type of documents it will contain.
Creating document templates
You can create templates of necessary documents in settings using fields automatically pulled from the employee's card, such as their name, position, or hire date. Placeholders allow you to generate documents with up-to-date information from your employee's card. To generate the template document you need, go to "Settings -> People HR section-> Documents."
On the page that opens, click the "Add" button to upload the ready-made document template in .docx format. After that, a pop-up window will appear, in which you need to fill in the "Name" and "Description" fields. In the "Template" field, you should upload the required document in .docx format, and then save the entered data.
The document template you uploaded with a complete list of available variables will look like this:
📌 After you upload the file to the system, you will not be able to edit it online. If you need to make changes, edit the document on your computer and then upload it to the system again.
Uploading or generating documents
Once folders are created, navigate to the employee's profile.
In the Documents tab, click on the +New button.
Select Upload or Generate from template.
Choose a folder and select the file or document template from the drop-down menu.
Managing documents
Administrators or employees with document management permissions can add or download documents in the Documents tab.
Utilize filters by folder or employee for quicker search and organization.
Generating files through workflows
Files can be generated manually from the employee documents tab or as needed through workflows. To generate a file as an action in your workflow, in your workflow edit page create an action to generate a document.
For this type of workflow action, we just need to enter the name and choose the document template and a document folder from the drop-down menu.
Workflows can also help bulk generate a file for many employees with their details, such as payslips, contracts, NDA, or other files. Uploading a file provides you with the benefit of keeping a better structure of your file, using styles of your company or logos and other images.
Access and permissions
Define access permissions to ensure only authorized individuals can view or edit documents.
Grant access to manage employee documents to the teams or individuals based on their roles and responsibilities within the organization.
FAQ
How to delete the document?
Administrators or employees with document management permissions can delete the document in the employee`s profile. In the Documents tab find the document you want to delete, click on the three-dot icon, and delete it.