Appogee HR: Company Documents

Please note that these features are only available to HR & team managers

Contents

  1. Introduction
  2. The Company Documents tab
  3. Viewing an existing Company Document
  4. Creating Company Documents
  5. Modifying an existing Company Document
  6. Deleting an existing Company Document

Introduction

Company Documents are documents that are related to the company rather than an individual employee. These can be shared amongst the whole company or at a team level. A Company Document can be a file, link or a note that you wish to make available to multiple employees for easy review and access.

Examples of Company Documents:

  • “Health and Safety Policy”
  • “Information Security Policy"
  • “Pension Plan”
  • link to Company Intranet

Company Documents are organised by  Document Categories. Document Categories can be configured by users who have the Admin role from the CONFIGURATION sections of the application.

 


The Company Documents Tab

For HR Managers, the Company Documents tab can be found under HR MANAGER > Company Documents.

For Team Managers, the Company Documents tab can be found under TEAM MANAGER > Company Documents.

For Employees, please refer to the User Guide documentation

 

company_docs.png

 

 

 


Viewing an existing Company Document

Please note that your ability to do this is dependent on the Access Rights of this document. Please get in touch with your Administrators or HR Managers if you have any queries about your access rights. 

Click on a Company Document title. If it is not clickable, you do not have sufficient access rights to view it. 

 


Creating Company Documents

Please note that your ability to do this is dependent on your Access Rights to various Document Categories.

Only Team Managers with Editor rights and HR Admins can create Company Documents in either of the following ways:

  1. Drag & drop
  2. Create button

 

Drag & Drop

Drag the files you want to upload to the Document Category that you wish to upload them to. In this screenshot example, they are dragged and dropped to the Office Documents Document Category. 

Documents created this way will have the default access settings of the Document Category which they are created under. The access settings are configured by users with the Administrator role. The Document Category details and access settings can only be modified if the access settings allow for modification. Please get in touch with your Administrators if you have questions about the default access settings of a Document Category.

  

Create Button

Create a new Company Document by clicking on the "Create" Button.

 

create_button.png

 

 

This will open a Create Company Document Form

Enter the following details in the Create Company Document form:

  • Document Name
  • Category
  • Record Type
    • For Files use the Browse button to find the file to upload from your machine
    • For Internal notes, enter the note text in the the text box
    • For Links, enter a valid URL link 

 

create_doc_form_1.png

 

 

  • Check/Uncheck Use default security

Please note that a Company Document will retain it's access settings configured when it is created unless they are manually edited. Changing default settings after a Company Document is created will not change the access settings.  

    • If this is checked, the default security settings for this Document Category will be inherited. 
    • If this unchecked, you can:
      • Modify the security settings for this document for Employees, Team Managers & HR Managers to be either of the following:
        • Hidden
        • Title only 
        • Read 
        • Edit
        • Edit and Delete
      • Check/Uncheck the Restrict to specific teams? option. Checking this option will allow you to select teams whose members will be able to access this document based on the access settings above. 

create_doc_form_2.png

 

When you are happy with your entries, click on the Create Company Document button.

 


Modifying an existing Company Document

Please note that your ability to do this is dependent on the Access Rights of this document. If you make any changes, don't forget to Save your settings using the Save button at the top right. Changes will be Audited in the Audit tab. 

Click on a Company Document title. If it is not clickable, you do not have sufficient rights to view or modify it. Please get in touch with your Administrators or HR Managers if you have any queries about your access rights. 

If you are able to click on the title and you have sufficient edit rights, you will see a set of tabs similar to this:

edit_documents_1.png

 


Details tab

The Details tab allows you to edit the following document properties:

 

FilesLinksInternal Notes
  • Name
  • Description
  • Category
  • File Name
  • Name
  • Description
  • Category
  • URL
  • Name
  • Description
  • Category
  • Note

 

If the Company Document is a file, you will have the option to Download it. 

If you make any changes, don't forget to Save your settings using the Save button at the top right. 

 


Access tab

The Access tab will allow you change the access settings for Employees, Team Managers & HR Managers. Additionally you can restrict the Company Document to specific teams. 

 access.png

 

The Available Access Settings are:

  • No Access
  • Title Only
  • Open, Read & Download
  • Edit
  • Edit & Delete

 If you make any changes, don't forget to Save your settings using the Save button at the top right. Changes will be Audited in the Audit tab. 

 

 


Review tab

The Review tab allows a review date to be added for this document and a review action for the document owner to be created. Adding a review action will result in an email reminder to be sent as well as an Action notification shown on the Employee Dashboard to be created to the document owner on the review date. For example, if a Paternity Leave policy is reviewed by the HR manager in April every year, a review date of 1st April will be set with the document owner as the HR manager and a review frequency of Annually set as shown below:

 

review.png

 If you make any changes, don't forget to Save your settings using the Save button at the top right. Changes will be Audited in the Audit tab. 

 

 


Acknowledgements tab

The Acknowledgements tab allows you to manage Acknowledgements and has 2 sections:

  1. Requests
  2. Monitors

 

1. Requests

In the Requests section you can filter Acknowledgement requests by Unacknowledged, Acknowledged or Both.

You can also create Document Acknowledgement Requests here with the Create Acknowledgement Request button.

createack1.png

 

 

Enter the email address or name of the employee who is to acknowledge the document - this should be an employee that has access to the application. Click on the Create Requests button. This will send them an email as well as create an Action on their Employee Dashboard. 

 

createack2_001.png

 

 

2. Monitors

Acknowledgement monitors are automated Acknowledgement Requests created when:

  1. users are added & given access to Appogee HR
  2. or moved between teams.

You can either create a monitor for:

  1. all users
  2. or specific teams

 

When creating a monitor, you will need to specify when the acknowledgement is due. In the example below, the Paternity Policy is to be reviewed within 14 days by members of the Management team when they are either added or moved to the Management team. 

monitors.png 

 

 If you make any changes, don't forget to Save your settings using the Save button at the top right. Changes will be Audited in the Audit tab. 

 

 


Notifications tab

The Notifications tab allows you to create Notifications that are triggered on a specific occasion, for a specific user and with a notification email message. 

The occasions are set under the Notify When dropdown list with the following options:

  • When a document is acknowledged
  • When a document is acknowledged with a comment
  • When a document is fully acknowledged (i.e. acknowledged by all users who need to acknowledge the document)
  • On the review date
  • On a date relative to the review date

 

The user options are set under the Notify Who dropdown list with the following options:

  • Document Owner - the owner of the document as listed in the Review tab
  • Target User - the user who is to acknowledge the document
  • Target User's Team Manager
  • Target User's HR Manager
  • All HR Managers
  • A Specific User

 

The Notification Email Message can include placeholders for dynamic text. For example the placeholder acknowledged_by.name will add the name of the user specified in Notify Who.

Below is an example of a Notification created when a document is acknowledged by all users who need to acknowledge the document (Notify When) that is sent to all HR Managers (Notify Who) with the message "This is to notify you that the document name has now been acknowledged by all staff. The next review date is next_review_date.". Clicking on the + icon creates the notification. 

 If you make any changes, don't forget to Save your settings using the Save button at the top right. Changes will be Audited in the Audit tab.  

 

 

notification.png

 

 


Audit tab 

The Audit tab will show a list of actions taken against this Document Category. This will assist in tracking changes made. 

audit.png

 


Deleting an existing Company Document

Please note that your ability to do this is dependent on the Access Rights of this document. Please get in touch with your Administrators or HR Managers if you have any queries about your access rights. 

 

 

 

 

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