Introduction
Documents is a feature that allows for the easy upload, organization, and storage of important documents pertinent to the workforce, all within a centralized hub known as the Document Library. Once documents are uploaded to the Document Library, they are available to be sent to, and electronically signed by employees through their ESS Hub portal. The Document Library is also linked to the creation of
Onboarding Templates. Any internal organizational document that a new hire needs to review and/or e-sign as part of their onboarding process must first be uploaded to the Document Library.
When uploading documents, if enrolled in Empeon's HR Premium Package, there is the ability to digitize documents to include specific fields where information can be entered. This aids in the transmission of these documents to employees by allowing them to easily enter information directly onto the document.
This article explains how to upload and digitize documents to the Document Library so they can be sent to employees.
Document Library
The Document Library is the central location for all documents that uploaded in Empeon Workforce.
1. To access the Document Library, navigate to the Company Tab.
2. Then from the lefthand menu, select Documents.
Adding Folders
Prior to uploading documents into the Document Library, it is necessary to create the folders to which the documents will be assigned. Folders help maintain a structured and organized Document Library, making it easy to locate uploaded documents. For example, a folder named "Company Policies" can be created to house all documents related to the organization's policies.
3. To add a folder, select the button that says "+ New Folder".
A window will then pop up prompting a Folder Name to be entered.
Once the folder is saved, it will appear within the Document Library, and documents can now be uploaded to that folder.
Please note that an unlimited number of folders can be created to categorize documents effectively according to preference. When adding multiple documents across various categories, it is crucial to begin by creating the folders for those categories first.
Uploading Documents
Once a Folder has been created, stay within the Document Library and select the blue button that says "Upload Document".
The system will then prompt for the upload of the document file, which can be handled two different ways. There is the ability to drop and drag your document file into the grid, or the file can be manually selected by clicking the button that says "Select file". Once the file is selected, be sure to click "Save" to continue.
After selecting the document file to upload, the following fields will be prompted:
- Document Name - This will automatically populate with the name of the file that was selected. There is the ability however, to modify the Document Name, which will be what shows as the name internally when referencing the document.
- Folder - Assign the document to the appropriate folder. This is why it is important to set up the folder first before uploading the document.
- Description/Instructions - If applicable, provide a description on what the document entails and any appropriate instructions for the employee. Anything entered in the Description/Instructions box will be included with the document when it is sent to employees. There is the option to embed a URL within the Description, if desired.
- Digitize - If enrolled in Empeon's HR Premium Package, there is the ability to digitize this document to include fields of information to be entered on the document. Digitizing documents will enable employees to fill enter information on the document upon receipt.
Click the Save button to upload the document to the Document Library.
Please note that only important company specific documents need to be uploaded to the Document Library. Documents such as W-4, I-9 and direct deposit forms do not need to be uploaded as they are available in other areas of the system.
Digitizing Documents
When uploading a document that needs to be filled out by individuals within the organization, it must be digitized. Digitizing the document allows for the inclusion of required fields, enabling individuals to enter their information directly.
Digitizing Documents is a feature only available to organizations subscribed to the HR Premium package.
To digitize the document, click the button that says "Digitize".
A screen will then appear to preview the document and allow for the inclusion of fields anywhere on it. Two types of fields are available for use: Auto-populated Fields and Input Fields.
Auto-populated Fields automatically fill with information from the employee's profile based on the field's criteria, eliminating the need for manual input. For example, the "Full Name" field will automatically populate with the recipient employee's full name.
Input Fields will make it so that the employee has to enter the information within the field. For example, the field "Text" will require the employee to enter a text within the field.
- Open Text Field: Allows freeform text entry.
- Number Field: Allows only numerical entry.
- Long Text: This field can be expanded both vertically and horizontally to encompass a wide area on the document to enter text. This field should be used if the text that should be entered is longer than a couple words.
- Date Field: Allows entry of any date, not just the current date. An auto-populated field for the Current Date is available if the document requires the current date to be entered automatically.
- Dropdown Field: Allows recipients to select from a predefined list of options.
- Checkboxes Field: Allows recipients to select multiple options from a list.
- Radio Buttons Field: Allows recipients to select only one option from a list.
- Signature: Facilitate the collection of an electronic signature.
Adding a Field
To include a Field on the document, simply click on the desired field, then drag and drop it to the location on the document where it should be displayed. After placing the field on the document, the location of the field can be adjusted if needed, in case it was initially dragged it to the wrong area. The field can also be expanded horizontally to encompass a larger area for the field as well. To remove the field once it is on the document, right-click on it and select "Delete".
For each Input Field, there is the ability to specify whether it should be completed by the "Employee" or the "Employer" by clicking on the field once it has been correctly positioned. Additionally, there is the option to designate the field as "Required", ensuring that all necessary information is captured and not overlooked.
Customize your Signing Order
When both the Employee and the Employer are required to input information on the document, the signing order can be customized. This specifies which party needs to sign the document first and which party needs to sign it second. To do this, add the field again and designate it for the other party to sign. A menu in the lower right will appear, allowing for the customization of the signing order. To set the order, click on either "Employee" or "Employer," hold down the mouse, and drag to arrange the signing sequence. This flexibility ensures a seamless and efficient document completion process.
Finalizing your Digitized Document Upload
Once all necessary fields have been added to the document, use the Preview button at the top of the screen to see how the document will appear with the entered fields. If everything appears satisfactory, close the Preview Screen and click the blue "Done" button to finalize the digitization process. The screen will then return to the "Add Document" screen. Click "Save" to add the document to the Document Library.
After the document has been successfully uploaded, there is the ability to copy it to another copy if necessary. This same feature is also available for document folders, helping to eliminate the need to manually upload the same document(s) and folders more than once. There will be a three dot menu on the top right of the respective folder or individual document that will present the option to copy to another company.
Please note that copying a folder to another company will include all documents assigned to that folder. For individual documents being copied, there will be an option to assign the document to an existing folder within the company it is being copied to.
When the document is successfully uploaded, it becomes available for distribution to employees. However, the transmission method depends on the recipient. For new employees undergoing onboarding, documents should be included in their onboarding packet using Onboarding Templates.
For employees who are already onboarded, documents can be sent individually or collectively to a group of employees. For more information on how to send documents to active employees, please refer to Empeon's article: Sharing Documents.