As an admin on oneHR, you have the ability to add company-wide documents. These documents will be viewable to all employees on the system, making this an ideal way to share key policies, templates and forms.
To start, click Documents in the oneHR main menu. You will see you are presented with some pre-existing document categories.
My Documents – This is where you can view and upload documentation that will only be visible to yourself.
Company-wide Documents – This is where you can upload documentation that will be visible to all users within your organisation.
Other Team Folder – As you add the departments within your organisation, you’ll see a folder generated for each of these. Assigned Managers of these departments will be able to add documentation that will be visible to any employee assigned to this department also.
When you select the Company-wide document folder, you will see that you now have the option to upload into this folder by selecting Upload to Company-wide Documents. On the right of this, you will see an option to Add custom category to this folder. This will allow you to further support and organise documents within this folder, similar to how you would manage documents on your PC.
Click Upload. This will open the file explorer on your PC. Here you can select the document, give it a description and click Upload.
Once you have added your file, you have the option to request a signature from one or more users on the system. If you select the drop down bar next to Signature, you will be presented with the list of all active users on the system by departments.
If you select the arrows next to a department this will display all users allocated to that department. If those users are required to sign, simply check the box on the left. Once all required persons have been added select Assign. Now all users assigned will receive an email prompting them to review/sign that document.
After you have added the document, you are able to view who has and has not signed the document by selecting to the small icon next to the document name.
This will present you with a signatory table of all users that are required to sign the document. You are also able to export the signatures relating to this document by clicking Export on the top right of the table.