Embedded Files
You can add documents to an employee's record, such as a Pregnant Worker risk assessment, a Personal Emergency Evacuation Plan (PEEP), or onboarding documentation.
Remember, this isn't where you add training – that goes in the training section on the employee's profile page.
Keep in mind that employees can see documents added to their records.
To add an employee document , from the home page click on the 'Switch to Manage Mode' button
Click on 'All Employees' in the manage side bar:
Click on the user's name, then in the manage sidebar click on documents:
If you have no documents attached to the employee you will see this screen, just click on '+New Document',
Or if you already have documents, you need to click on this '+New Document' button.
On the next screen, select a document type based on what file you expect to be uploading.
You will now see a number of fields:
Title - this is the name of the document eg 'Induction Form'
Visible to - leave as the default if you want the employee to be able to view the document. Change it 'Managers with access' if you only wants managers to see the document.
Don't worry about 'anyone' or 'all users' terminology in these options, only managers and the employee themselves can access.
Severity of the task - Tasks appear in severity order on the site when due.
Path determines the file name and the folder which it sits in.
The system will now pre-populate from existing folders (if there are any on this employee) or you can choose not to put it in a folder which will be the bottom option.
Click on the option you want, or you can edit or free type the path.
The folder in this example is onboarding documents so that sits before the / symbol.
So the format is:
[folder]/[filename]
Or you can add more sub folders:
[folder]/[subfolder/[filename]
Note - you can always edit the document after you have created it to change the folder by editing the path
Submit interval - How often the document should be revised , e.g., every year or month. (or leave as none if you don't need to revise it on a set schedule)
Lead time - Set when the task will be created to notify you.
Task Title - should fill in by default - we recommend leaving this.
Task message - Add a custom message that will show when the task is due, otherwise leave blank.
Scroll down and you can add the document - if you don't at this stage then a task will be created for this to be added.
Add the file and then in the 'Date of document' field add the date of the document. This date will be used by the system to correctly create the due date based on the submit interval you added in the previous step.
Then click '+Save document' and you're done:
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