In this topic

• Introduction
• Creating an Employee Document Field
• Modifying an Employee Document Field
• Viewing All Employee Documents in a Field
• Uploading Employee Documents in Bulk
• Deleting an Employee Document Field

Introduction

This topic describes how to configure document fields for employee specific documents.

Employee specific document fields allow you to attach documents directly to an employee’s record. You can configure the document field permissions differently for employees and managers. Each of these groups of users can have any comination of view, edit and delete permissions.

A manager must have the Document Manager web role in order to access the document fields for their employees. An employee needs to have the Employee Self Service User web role in order to view their documents.

If an employee has view access, they will only be able to view documents that relate to their own employee record.

Creating an Employee Document Field

To create a new Document field:

1. Go to the On-Demand Docs -> Employee Documents screen
2. Click the Add button at the top right of the screen
3. This will create a blank row at the top of the list of document fields that already exist
4. Enter a Document Name for the field
5. Enter a Document Description for the field
6. Configure the Employee permissions for the field by:
   • Ticking the View check box if you want an employee to be able to view documents uploaded into this field
   • Ticking the Upload check box if you want an employee to be able to upload documents into this field
   • Ticking the Delete check box if you want an employee to be able to delete documents that have been uploaded into this field
7. Configure the Manager permissions for the field by:
   • Ticking the View check box if you want a manager to be able to view documents uploaded into this field
   • Ticking the Upload check box if you want a manager to be able to upload documents into this field
   • Ticking the Delete check box if you want a manager to be able to delete documents that have been uploaded into this field
8. Click the Save button

Modifying an Employee Document Field

To modify an existing Document field:

1. Go to the On-Demand Docs -> Employee Documents screen
2. Locate the document field that you wish to edit
3. Update the Document Name for the field if required
4. Update the Document Description for the field if required
5. Update the Employee permissions for the field if required by:
   • Ticking/unticking the View check box
   • Ticking/unticking the Upload check box
   • Ticking/unticking the Delete check box
6. Update the Manager permissions for the field if required by:
   • Ticking/unticking the View check box
   • Ticking/unticking the Upload check box
   • Ticking/unticking the Delete check box
7. Click the Disk button to save the changes

Viewing All Employee Documents in a Field

To view all of the documents that have been uploaded into a field:

1. Go to the On-Demand Docs -> Employee Documents screen
2. Locate the document field that you wish to view
3. Click the Eye button to view the documents that have been uploaded into the field
4. From the view all documents dialog, you can:
   • See the employee that each document relates to
   • See the File Name
   • See the Description of the file
   • See when the file was uploaded
   • Delete the file if required
   • Download the file if required

Uploading Employee Documents in Bulk

You can upload a single document and assign it to multiple employees easily. This is useful where the same document needs to be attached to many employees.

To upload a document in bulk:

1. Go to the On-Demand Docs -> Employee Documents screen
2. Locate the document field that you wish to upload documents into
3. Click the Upload button for that document field
4. In the dialog, click the Select button
5. Choose the file that you wish to upload

6. Please a tick in the check box next to each employee who you want to attach the file to

   NOTE: You can filter the employee list based on Cost Centre if required

7. Click the Upload button at the bottom of the dialog

Deleting an Employee Document Field

If you delete a document field, you will also lose access to the documents that have been uploaded into that field. If you wish to keep those documents but don’t want new documents to be uploaded into the field, you should instead modify the field to remove employee and manager permissions.

To delete a document field:

1. Go to the On-Demand Docs -> Employee Documents screen
2. Locate the document field that you wish to delete
3. Click the Trash Can button for that document field
4. Click OK at the confirmation dialog