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 become available for electronic distribution to employees for review and engagement. After a document has been sent, it is important to ensure that employees review and complete the document within a timely fashion. This article outlines how to monitor the status of a document after it has been sent, and explain how to view and download completed documents.
Document Management
1. To view the history and status of documents that have been sent, first navigate to the Actions Tab.
2. Then from the lefthand menu, select ESS Admin.
3. Next, select Document Share to view a record log of documents that have been sent to employees.
4. To review the recipients of a document that has been sent, and their completion status, click on View Results.
The review screen will display the names of the employees the document was sent to, along with the completion status for each employee.
There are three possible statuses that an employee could have:
- Completed = All fields on the document have been completed.
- Waiting Signature = The document has been signed by the employee and is awaiting signature from the employer. This is only applicable if the document was digitized with a Signing Order.
- Pending = The document has not been completed.
5. To filter employees by their completion status, use the filters along the top row of the screen to narrow down the list and display only those with a specific status.
6. If an employee does not have an email address recorded, a warning for "Missing email address" will appear, indicating that the employee never received the document invitation.
7. If employees are taking too long to complete the document, send a reminder by clicking the "Send Reminder" button. This will send a follow-up email to employees with a Pending status.
8. If the document needs to be canceled for whatever reason, can click the button labeled "Cancel Pending". Please note that this will not delete the document for employees who have already completed it, only for those who have not.
9. For employees who have completed the document, a "View Document" button will be available. Select this button to view and download the completed document.
Ultimately, this screen provides a comprehensive overview of the document recipients and the completion status of each employee. From this screen, the capability to manage the document after it has been sent by sending reminders or canceling the document if necessary, helps to ensure the document is being attended to promptly.
View Document
After a document has been completed, viewing the document helps to ensure that it was filled out correctly. While doing so, there is the option to download or print the document as needed. This can be viewed from the Document Share screen, or individually on the employee's profile.