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


Contents

  1. Introduction
  2. Company Documents Tab
  3. Creating Company Documents
  4. Modifying an existing Company Document
  5. 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. 


A Link Company Document is a useful way to include content which is stored in a cloud file store such as Google Drive or Microsoft OneDrive and still have Appogee HR track employee acknowledgements of policies and/or document review dates.


Examples of Company Documents:

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


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


The Company Documents Tab


Company Documents can be found under the Company Documents section.



Creating Company Documents


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. 


There are two ways you can create a company document: 

  1. Drag & Drop
  2. Create button


Drag & Drop

Drag the files you want to upload to the Document Type that you wish to upload them to, as per screenshot below



Documents will always default to the access settings for the Document Type under which they are created. The access settings are configured by users with the Admin role. The Document Category details and access settings can only be modified if the access settings allow for modification. 


Create Button


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



This will open a Create Company Document Form


Enter the following details in the Create Company Document form:

  • ADU (if you have ADUs enabled): Select which Division (and Divisions below this in the hierarchy) where this document should be available
  • Document Name
  • Category
  • Document Format
    • 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 
  • 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 Type 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. 



When you are happy with your entries, click on the Create 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:



Details tab

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

 

Files
Links
Internal Notes
  • Name
  • Description
  • Category
  • File Name
  • Name
  • Description
  • Category
  • URL
  • Name
  • Description
  • Category
  • Note

 

If the Company Document is a file, you will also 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 using the Team Access tab. 



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:



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, as shown in the screenshot below:



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. 



2. Monitors

Acknowledgement monitors are automated Acknowledgement Requests created when:

  1. Users are added and 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 Car Park Policy is to be reviewed within 14 days by members of the Support team when they are either added or moved to the Management team. 



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.


The following placeholders are available:


name - The name of the Employee Record / Company Document

url - The URL of the Employee Record / Company Document

owner.name - If the record/document has an owner, the name of the owner.

owner.email - If the record/document has an owner, the email address of the owner.

next_review_date - If the record/document has a next review date, the next review date of the record/document.

acknowledged_by.name - For acknowledgment notifications, the name of the employee profile that represents the user who acknowledged the record/document.

acknowledged_by.email - For acknowledgment notifications, the email address of the employee profile that represents the user who acknowledged the record/document.


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.  



Audit tab 

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




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.