View and edit employee documents

The Documents tab includes documents uploaded specific to the employee and company documents assigned to the employee on the Company Documents page. It allows you to securely store all electronic documents related to the employee in one location and reduces paper.

A virus scan is run on all documents during upload to ensure viruses are kept out of your system.

Note: The Documents feature should not be used to save personally sensitive information, such as medical records.

Each document uploaded for the person selected from the People List displays in a separate row, with the document’s properties.

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.

Tasks

  1. Navigate to the Documents tab.Closed From the People menu, select People List > Documents.
  2. Select the person from the People List for whom to upload the document.

  3. Click the Add New Document button on the Documents tab.

    The Document Properties window opens.

  4. Click the Browse button to select the document to upload.

    The following document types can be uploaded: .xlsx, .docx, .pdf, .jpeg and .png.

  5. Select the file to upload and click Open.

    The selected file displays in the Document Name field. You can rename the document if required.

  6. (optional) Select the document type from the Type list. To add a type not in the list, see Add a document type.

  7. (optional) Enter a version number for the document.

  8. (optional) Select or enter the version date.

  9. To make the document visible to the employee in Self Service, select the Enable Employee View checkbox. This option must be selected to use the expiry notification feature.

  10. (optional) If the document contains personal identifiable information (PII) such as a birth certificate or drivers license, select the Contains Personal/Private Information checkbox.

  11. Set the document expiry date.

  12. 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.

  13. Click Save.

The document is added to the list on the Documents tab.

The document displays for the employee in Self Service and on the Documents tab in Powerpay.

Repeat these steps to add additional documents.

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 Documents tab.Closed From the People menu, select People List > Documents.

  2. Select the person from the People list associated with the document to edit.

  3. Click the properties button in the Action column for the document to edit.

    The document Properties window opens.

  4. Make any required changes such as uploading a new version of the document or updating the expiry date.

  5. (optional) Ensure the Enable Employee View checkbox is selected. This option must be selected to use the expiry notification feature.

  6. (optional) Set the document expiry date.

  7. (optional)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.

  8. Click Save.

  1. Navigate to the Documents tab.Closed From the People menu, select People List > 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 Documents tab.Closed From the People menu, select People List > Documents.

  2. Select the person from the People list associated with the document to delete.

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

    A confirmation message displays.

  4. Click Delete.

The document is permanently deleted.

  1. Navigate to the Documents tab.Closed From the People menu, select People List > Documents.

  2. Select the person from the People list associated with the document to download.

  3. Click the download button in the Action column for the document to download to your system.

The document downloads.

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.

Field information

the Document Type specified when the document was uploaded.

the file name specified when the document was uploaded. Open the document by clicking on the linked file name.

indicates if the employee has access to view the document.

indicates if the document includes personal or identifiable information (i.e., the Contains Personal / Private Information checkbox was selected when the document was uploaded).

the file type (e.g., PDF, docx, jpeg, etc.)

indicates if the employee signed the document.

When a document is assigned to an employee from the Company Documents page, you can indicate if the document requires sign off by the employee in Self Service.

the version number assigned to the document when the document was uploaded or edited.

the file size in megabytes

the date and time that the file was last modified

the date the document is set to expire as assigned when the document was uploaded or edited

edit, download or delete the document