Upload/edit company documents

The document is added to the list on the Company Documents page.

The document displays for the assigned employees in Self Service and on the Documents tab. From the People menu, select People List > Documents. in Powerpay.

Repeat these steps to add additional documents.

Note: There is a 250 MB size storage limit per employee. The progress bar at the top of the page indicates the amount of storage available.

Use the edit feature to update document properties or replace the existing document. This is useful in cases where the document has been updated since it was uploaded, or where you accidentally upload the wrong document.

Once you upload a new file or link, the application deletes the previous one.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.
2. Click the properties button in the Action column for the document to edit.
3. Make any required changes such as uploading a new version of the document, updating the expiry date or changing or adding a sign off deadline.

4. Click Save.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.

2. Click the add employee button in the Action column for the document to edit.

   The Add Additional People page displays.

3. Select the status, departments and positions of the employees to send the document to.
4. Select the Include all new hires that meet these criteria checkbox to send the document to all future new hires that meet the filter criteria.

5. Click Preview.

   All the people in the People list who meet the selected criteria and who are not already assigned to that document display and are selected by default.

6. Click the checkbox in the header to clear all of the selections and select the individual checkboxes of the people to send the document to.

7. Click Next.

   The Review page displays.

8. The list displays all of the employees already assigned the document (Current) and the additional employees selected on the previous page (New). Review the list for accuracy.

9. Click Save.

1. Go to the Company Documents page. From the People menu, select Company Documents.

2. Click the properties button in the Action column for the document to add an expiry date to.

   The Document Properties window opens.

3. Set the document expiry date.

4. Select the number of days (1-14) before the document expires you want to receive the email notification in the Days in Advance field. If you do not want to receive am email reminder, select Don’t Send.

5. Click Save.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.

2. Click the document name.

   If the document is an image or PDF file, a window opens displaying a preview of the document.

   For Office documents, the documents are downloaded and can be viewed in the appropriate application.

3. Click Close to close the preview window.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.
2. Click the download button for the document to download to your system.

The document downloads.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.

2. Click the trash can button in the Action column for the document to delete.

   A confirmation message displays.

3. Click Delete.

The document is permanently deleted.

Once a document has been added to the company document list you can view the number of people the document has been assigned to, the number of people who have accessed the document and who has signed off on the document.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.

2. Click on the number in the Sent To column.

   The List of Employees with Document Access window opens.

   The page displays:

   • The number of people the document has been sent to
   • The number of people who have accessed the document
   • The number of people who have signed off on the document
   • The employee names and numbers of the people with access to the document
   • The employee’s status: Active, On Leave, Terminated, New Hire
   • When the document was last accessed by each employee
   • If the document was signed and when

The Expiry report provides a list of all documents and the employees (active, new hires or on leave) that they are assigned to that are expired or will be expiring soon.

It includes:

• Document name
• Expiry date
• Document type
• Version
• Last Updated
• Employee Number
• Employee Name
• Employee Status

Documents without an expiry date do not display.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.
2. Click the Expiry report button in the top right corner.

The report downloads and can be opened in Microsoft Excel.

Document types help you identify which area the uploaded document is associated with.

The following document types are set up by default: Benefits, HR, Training, Payroll. You can add any additional document types as required.

1. On the Documents Properties window (People > Documents > Add New Document), click the plus button adjacent to the Type list.

2. Click Add.
3. Enter the document type in English and French.
4. Click Save.

The new document type is available in the Type list.