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Employee Documents - Upload via the Employee Record

Have you read: Overview Of The Different Ways To Upload Or Import Employee Documents
Important Note: Uploading documents individually is the only way to enter an Expiry Date and create Reminders for employee documents, during the upload process. 
This article covers:
  • How to upload multiple documents to an employee record at once (Available from 13.04.2024)
  • How to upload an individual document to an employee record

 

How to upload multiple documents to an employee record at once:

1. Navigate to the 'Employees' tab.

2. Select the employee record you want to upload documents to by clicking on the name of the employee.

3. Click on the employee's 'Documents' tab.

4. Click on the 'Upload multiple documents' button.

Employee Record - Upload multiple documents 4.png

5. Either drag and drop the files you want to upload from the folder on your computer to the highlighted area, or click 'Browse Files' and navigate to the folder on your computer you want to upload the files from. You will need to press 'Ctrl' on your keyboard to select multiple documents at once, then click 'Open'. 

6. Enter the 'Document Title'. Please note that if you want the title the document to be the same as the file name you are uploading, you don't need to update this field, however, it will retain exactly what is displayed and includes the type of document, e.g. 'Police Check.pdf'

7. Choose the relevant 'Document Type' to categorise the document. This is important and will determine whether an employee can see it from their own eSS profile. If you don't update this field, it will upload the document with the document type of 'Other Document (DOC)' - this is a generic Document Type and is not visible to employees in eSS.

8. Click 'Upload' to complete the document upload. 

Employee Record - Upload multiple documents 5.png

9. If you need to update any of the document details (including expiry date and reminders) once it has been uploaded, click on the name of the document. 

 

How to upload an individual document to an employee record:

1. Navigate to the 'Employees' tab.

2. Select the employee record you want to upload documents to by clicking on the name of the employee.

3. Click on the employee's 'Documents' tab.

4. Click 'Upload a new document'.

5. Click "Select file" to select the document you would like to upload (this will pick up the documents from your local computer). This will pre-populate the Title with the file name of your selected document, you can then update this if needed.

NOTE: You may also click "Add Another File" should you wish to include multiple documents in one (1) uploaded document file.

6. For the "Document Type" field, you can select different types of document types by clicking its drop-down arrow. By default, the Document Type will be listed as Other Document (DOC), this is a generic Document Type that is not visible to employees in eSS. 

For the full list of document types and other relevant details, please see the following articles:

7. The "Version" field (optional) can be set to any the following ("Complete copy" being the default version):

  • Unsigned copy - refers to created documents.
  • Executed copy - refers to signed documents.
  • Complete copy - refers to documents with no signature required (this is the default version when uploading documents).

8. For the "Signature Date" field, this is an optional field so you can select the date of signature for the document. This will be helpful for scanned documents.

9. The "Expiry Date" field is another optional field. On the other hand, this field is very beneficial ensure documents are always current and to track documents with expiry dates (e.g. certificates, qualifications, driver's license, etc).

10. Users can also receive alerts/reminders to track documents. Click the "Setup Reminders" button to set reminders and appropriately track follow-ups (e.g expired driver's license).  Reminders appear in the system under the Alerts tab at account level and employee record level.

11. Click "Upload" to complete the document upload.

 

Whats next?

When a document has been uploaded you’re able to assign the employee a task to read the document in eSS.

1. Open the document, click Assign an eSS task.

2. Under the Next Step (Task) field, make sure the Assign to [EMPLOYEE NAME] in Self Service option is selected.

3. Select a due date if necessary and provide clear instructions to the employee. You can set some  reminders if needed.
4. Once complete, click Assign. The employee will then get an email informing them of the task to complete in eSS. The document will be attached as part of the eSS task.