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How can I control what document types a User can access?

If you want to dictate which of your HRA Cloud Users can or cannot see particular documents, the best way to do so is to alter the roles assigned to the Users.

For a quick overview of roles and how to assign them, please refer to the guide titled "Why can't I see a particular document / tab / branch / record?"

Different roles have different document type permissions assigned to them. If the roles assigned to a User doesn't provide access to a particular document type, then the document will not appear to that User in HRA Cloud. This functionality provides HRA Cloud administrators with another level of control over the types of information and documentation a User has access to.

Below you'll be able to see a list of available document types:

Application

Annualised Salary Agreement

Australian Workplace Agreement

Customer Agreement

Capability

Certificate

Checks

Collective Agreement

Commission Structure

Deed

Other Document

Other (WHS)

Enterprise Agreement

Employment Contract

Employment Contract - Executive

eSS Doc

eSS Form

First Aid

Employee File

Form

Grievance

Training Guide

Independent Contractor Agreement

Identification

Individual Flexibility Agreement

Interview

Industrial Relations/Employee Relations

Individual Transitional Employment Agreement

Letter

Correspondence (Property)

License

Leave Form

Managing Agency Agreement

Medical

Medical Qualification

Memo

SDS

Confidentiality Agreement

Payroll

Position Description

Deprecated - see PERDEV, PERMAN or PERREV

Performance Development

Performance Management

Performance Review

Photo

Plan

Policy

Procedure

Professional Development

Professional Registration / Membership

Psychological Test

Qualification

References

Resume

Responsible Service of Alcohol

Responsible Service of Gambling

Residential Tenancy Agreement

Supplier Agreement

Sales Agency Agreement

Sensitive

Signature

Skill

Letter - Salary Review

Super Form

Taxation Documentation

Terms and Conditions

Terms and Conditions of Business

Letter - Termination

Training Document

VISA

Workplace Authority Lodgement Receipt

Performance Management (Warning)

Workers Compensation

WHS

WHS - High Risk Editorial Assignment Counselling

WHS - Hearing Test

WHS - Mental Health Early Intervention

WHS - Other

WHS - Personal Data Profile

WHS - Pre-Employment Medical

WHS - Skin Check

WHS - Travel Doctor Assessment

 

When uploading a document, you can categorise the document according to the document types you have available to you. After it is uploaded, if any of your assigned roles has the ability to see the document, it will appear in the folder the document was uploaded in. If none of your roles has the ability to see the document type, then it won't appear.

When uploading a document, you may not necessarily always be able to choose from all the above options. This is also dependant on the role/s that have been assigned to you as a User. Various roles will have the ability to "Approve","Create","Delete","Update","Upload" and/or "View" the document types.

If you find that you are unable to view, upload or create some documents, most likely it is due to the fact that you don't have a role which allows you to do this. To rectify this, please contact your account administrator and request that your permissions are altered.

If you do not see a role which fits your specific needs, please follow the instructions in the article "How can I restrict User's access via roles?" to enable the role you need.

 

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