Document management

Hopefully, your office and your desk doesn’t look quite that bad but, despite the promise of a paperless office for the last 20 years, we have never quite been able to get there which is where document mangement comes in!

Filing cabinets and archive boxes are still the mainstay of so many small businesses and HR departments – aside from the space they take up, the biggest issue caused is when you need to try and find something. Where do you even start?

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Human resources seems to generate more than its fair share of paperwork – from letters of offer to contracts, employee handbooks, policies and procedures, disciplinary documents, reference requests and so the list goes on.

Within Natural HR, we have two different classifications of documents – Company documents and Employee documents.

Company documents

Company documents are common documents which are intended to be view by a large number of people – for example, policies and procedures would fit into the category of Company documents.

You can create categories within Company documents allowing you to categorise your documents and, whilst company documents are designed to be viewed by many, there are scenarios where you may not want this to be the case. For example you might have documents that you only want employees in Finance to be able to view or different policies and procedures on different sites. To facilitate this, you can restrict access to a Company document folder to a site or department level meaning you can choose who can view which folder and the documents therein.

Additionally, you may have documents where you want to know if employees have opened the document or not. For example,you might publish a new Health and Safety policy and require everyone to view the document. Using document tracking, you can track who has opened the document on an individual document by document basis.

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Employee documents

Employee documents are documents which are related to one employee and are not for general access – for example, an employee contract or a warning letter. Like with company documents, you can put documents into folders but, with employee documents, you create a common folder structure for all employees so you could have one for contracts, one for payslips and so on.

With employee documents, you have the option to also choose at a document by document level if the employee can view the document – if you set the document to Private then it is still attached to the Employee file but is only visible by the manager and HR. For example, you might want the employee to see their contract of employment but not see their reference request letter but, as their manager or HR, you need to access both and this allows you to do just that.

Additionally, we also have the ability to create definitions called Mandatory documents. Mandatory documents are categories of employee documents where you wish to track (a) the existence oft he document but also (b) the expiry date and get sent a reminder that the document is due to expire. This can be used for anything including CRB checks, I-9 Employment Eligibility Verification, passports, visas, work permits, qualifications and more.

Of course, as a manager or HR, you can upload these documents for the employee but you can also allow the employee to upload their own documents – this is especially useful for things like passports for example where the employee needs to provide an updated copy of the document. In this case, the employee uploads the document and their manager gets an email asking them to login and process the document ensuring that the document is correct, valid and so on.

Templates

As well as allowing you to store documents we also allow you to create documents for common tasks like employee contracts, letters of offer and so on.

Using templates you have access to over 75 employee fields and over 25 candidate fields which you can then use to create your own bespoke document templates. The template contains all the text you want to include and you then use placeholders where you want the employee information to go – for example, Dear [c_fname], would display Dear Bob for a candidate called Bob.

Once you have created a document from a template you can these opt to either download the document, store it in the employee or you can do both from within the workflow.