Introduction
This article outlines the how to send Documents to employees once they have been uploaded to the Document Library. The transmission of the document however depends on the recipient and the context of the document itself. For employees new to the organization who are being onboarded, documents applicable to their onboarding should be incorporated into an Onboarding Template. For employees who have completed onboarding, documents can be shared individually through the Employee Profile or collectively to a group of employees using the ESS Admin feature.
Sending Documents to Individual Employees
1. Navigate to the People Tab.
2. From the lefthand menu, select Employees.
3. Then select the name of the individual employee the document should be sent to.
4. On the employee's profile, select the Documents icon located on the righthand side of the screen.
On the next screen, it will display a dashboard of all documents that have been sent to the employee. If none have been sent, this dashboard will be blank. Click on "Share Document" to send a new document to the employee.
When sharing a document, the system will require the following:
- Select Document - Use the dropdown to select the document that will be sent to the employee. The available documents in this dropdown are pulled from the Document Library. This means that if the desired document is not visible, it must first be added to the Document Library.
- Message to Employee - Adding a message to the employee is optional however if one is provided, the message will appear on the notification within the employee's ESS Hub Inbox prior to reviewing the document.
Click "Next" to move onto the confirmation screen.
The confirmation screen will help to make sure the appropriate document is being sent to the correct employee. If everything looks good, click "Send" to send the document.
Sending Documents to Groups of Employees
1. Navigate to the Actions Tab.
2. From the lefthand menu, select ESS Admin.
3. Next, select Document Share.
4. Then click the blue button labeled "Share Document".
On the next screen, it will prompt for the selection of the document and the employees it should be sent to:
- Select Document - Use the dropdown to select the document that will be sent to the employee. The available documents in this dropdown are pulled from the Document Library. This means that if the desired document is not visible, it must first be added to the Document Library.
- Message to Employee - Adding a message to the employee is optional however if one is provided, the message will appear on the notification within the employee's ESS Hub Inbox prior to reviewing the document.
- Share document with - Choose which employees will receive the document. Options include sharing with All Employees or selecting Specific Employees based on assigned Cost Centers or Job Info. For example, to send the document only to direct care staff such as RN's, CNA's, and LPN's, select Specific Employees, filter by Position, and choose the relevant positions the document should be sent to.
Once the document and recipients have been selected, click "Next" to proceed to the confirmation screen.
Click "Send" to officially send the document to the selected employees. The selected recipients will receive an email notification alerting them that a document has been sent. The document can be accessed through this email or directly from the Inbox on their ESS Hub.
Email: Please Review
This will be what the email looks like for the employee when they receive a document.
For more information on how to monitor the progress and completion of the Documents that have been sent, please refer to this article here: Managing Sent Documents.