This feature is available to companies subscribed to the HR Premium package
The Digitize Documents feature is a robust tool designed to streamline the digital transformation and sharing of crucial documents within your organization. Digitized documents can be utilized during the onboarding process for new employees or whenever you need to distribute documents for employees to sign or collect information.
This functionality is accessible through Company > Documents section.
To enhance organization and accessibility, users can create multiple folders within the Digitize Documents feature. Each folder serves a distinct purpose, and for improved visibility, it is possible to color-code them.
Initiating the digitization process begins with uploading documents. Follow these steps:
- Click on "Upload document".
- Select the relevant file.
- Name the document.
- Assign the document to a designated folder.
- Include a brief description to streamline document identification.
Once the document is uploaded, click "Digitize" to commence the digitization process. At this stage, users can drag and drop applicable fields onto the document to capture necessary information.
There are two types of fields available: "Auto-populated" fields and "Input fields."
Auto-populated fields, such as employee name, hire date, and company name, automatically fill in information on the document, reducing manual data entry.
Input fields, on the other hand, require user interaction. You can choose from various field types, including:
- Open Text Field: Allows free-form text input.
- Number Field: Specifically designed for numerical input.
- Date Field: Captures date information.
- Dropdown: Enables users to select from a predefined list of options.
- Checkboxes: Allows users to select multiple options from a list.
- Radio Buttons: Users can choose a single option from a list.
- Signature: Facilitates the collection of electronic signatures.
For each input field, administrators can specify whether it should be completed by the "Employer" or "Employee." Additionally, there is an option to mark the field as required, ensuring the essential information is captured.
Customizing Signing Order
In cases where multiple fields require input from both the employee and employer, administrators can customize the signing order. This flexibility ensures a seamless and efficient document completion process.