There are different types of documents that you may need to upload. Some documents require staff members' signatures (e.g. an employment contract). Others, such as the organisation's policies or handbooks, are there for staff members to read or download to review later. There are two ways to upload new documents: at an organisational level for all staff under a role (a general way) and for a specific staff member (a unique way).
How to upload an organisation's documents for a role? (general way)
The general way consists of the following steps:
Click on the ‘Organisation Settings’ tab;
Select the 'Organisation's Documents' tab;
Click ‘Add document’;
Write the title of the document (mandatory) and a short description (if you wish);
Select 'Signature Required' or 'Download Only';
Pick the roles that need to sign or read this document;
Upload a file and save the changes.
The 'Organisation's Documents' tab contains:
a list of organisation's documents sorted by document upload date;
a user-friendly drop-down menu with options to view, edit, and delete documents.
The list with the documents displays the name, description under the name (if any), purpose (signature required/ download only), uploaded and updated dates. It can help administrators see the whole picture of the uploaded organisation's documents at once.
Notify your employees about newly-added organisation’s documents
If you have a new policy that needs to be read or signed, you can inform your staff about it by clicking on ‘Notify Staff Members’ while uploading a document.
This will send an email to every employee that needs to sign or read an uploaded document. The message will contain a direct link to the new document.
How to upload an organisation’s documents for a particular employee? (unique way)
To upload a personal document for a user:
Select the profile of the staff member who will need to sign or read the document;
Select the 'Organisation's Documents' tab;
Click the ‘Upload Personal Document’ button;
Write the title of the document (mandatory) and a short description (if you wish);
Select 'Signature required' or 'Download Only';
Upload a file and save the changes.
You may also notify the staff member by ticking the 'Notify Staff Member' checkbox. Please look at the screenshot attached.
