With Documents in Staff hub you are able to quickly and securely upload specific files to WhosOff and make them readily available to your staff members as required. You also have the opportunity to capture whether your staff have Read or even Accepted specific key documentation for example, Company policy changes etc.
As the nature of this area can contain quite sensitive information, it's important to feel reassured that staff are only able to view the documents you would like them to specifically see, therefore you can refer to the Staff Hub - Settings article which will provide a comprehensive guide on how best to set up your permissions.
To access and view any already existing documents on your WhosOff account, you can do the following;
- Click on Staff Hub on the Left Hand menu
- Click on Documents
- On the resulting page you will have some filter options available to access. This allows you to display the required information, as well as offering the option to Export / Print the data shown on screen.
- Category - Select where the document will be stored in your "digital filing cabinet" i.e. Appraisals, Company Benefits
- Type - Select who you would like to view the data for i.e. Company or Department etc.
- Action - Select which documents you would like to see based on whether there are outstanding actions or not
- Pending Action
- Actions Completed
- Published Status* - Choose whether you want to see published or unpublished documents
- Order By - Choose your desired ordering option
*Staff will only be able to see Documents they have permission for, if the Document is published
Whenever you make a new selection or change one of the filter options, click Run to refresh the data on screen.
ADDING A DOCUMENT
You can add a new Document at any time by clicking on the Add New option, then following the steps on the Right Hand menu.
- Category - Choose the relevant category that this document belongs to
- Title - Enter the name of the new document
- Who is the document for?**
- Myself - Add the document for yourself
- Staff Member - Add the document for another staff member
- Department - Add a department specific document
- Company - Add a company specific document
- Notify? on publish - You can set the system to send the assigned staff members an email when the Document is published
- Read Receipt Required? - Choose whether the staff members are required to download the document
- Acceptance Receipt Required? - Choose whether staff members have to click Accept on the document, you can then choose to require the acceptance of a document by a certain date
- Then click Add
Once you have clicked Add you will get the option to add a file onto the Document. You won't be able to Publish a document until a file has been added. Files need to be uploaded to the document before they can be published and then viewed by others.
Once saved and published, the Document and File will be visible to the relevant person(s) it's been made available to and (if applied) any email notifications will have been sent out.
If you need to, you can always Edit any of the Documents and Unpublish it, this will allow you to Edit the document, remove the file uploaded and make any other changes. Bear in mind that unpublishing a document will also remove any already actioned items i.e. Read Receipts/Accept Receipts will be removed.
Once a document is re-published, any staff assigned to the document will be required to follow up on any actions again.
**This option will be filtered based on the permissions you have been granted
PUBLISHED VS UNPUBLISHED DOCUMENTS
Due to the sensitive nature of document keeping, some documents might not be appropriate to expose to your staff members, but you might still be required to keep track of them. With Documents in Staff Hub, you can either Publish Documents to your staff members, or keep them unpublished.
- Published Documents - These documents will be visible to the assigned staff members, no changes will be allowed to be made to the document once it's published. In order for staff members to see any document that has been published to them, they will need at least Read-Only access to the My, Department or Company document permissions, depending on where the document is published to.
- Unpublished Documents - These documents are kept prepared and ready and still recorded against staff members, department(s) or the company within the Document area - however they are not made visible to others, until they are pubished. You can make changes to documents whilst they are unpublished, these Documents and Files are ready, just not visible yet. If you unpublish a document, any history of actions taken against the document will be removed and no longer visible.
DOCUMENT ACCESSIBILITY
On top of having centralised access to any documents that you are allowed to see, via the Documents area within Staff Hub. You can also view Documents within the staff Personnel Records (you must have Personnel Records permission to view this area), allowing you to closely monitor important staff documents in one place.
There is also a new Report available, which can be accessed through the Documents area of Staff Hub, as well as directly through the Reports menu. This Report will detail any Documents that require action(s), allowing you to quickly and efficiently keep on top of any outstanding actions required.
Quick Tip - Don't forget that you can keep track of any outstanding document actions for you a lot easier using the My Pending Documents dashboard widget.
Don't forget that access to this area can be restricted as much as you need to, in terms of who can access the information either as Read-Only or Read/Write access, but also who individuals are allowed to see within this area, you can view this further within the Staff Hub - Settings article.
