Available for the following plans: Employment Unlimited
Available for the following HR plan: Platinum
Available for the following User Access level: Admin
Managing your organization's digital records effectively is a key part of maintaining compliance. The Document Management feature allows you to upload pre-created files (such as certifications, handbooks, or generic forms) and share them both individually and in bulk with your team.
This is the most efficient way to distribute documents through the platform when an electronic signature is not required.
Getting started
You can upload files either through the centralized management hub or directly to a specific Canadian employee's file.
- Navigate to the Compliance menu on the left-hand sidebar.
- Click the Document Management submenu.
- Click the Upload Document button (identified by an upward arrow icon).
- Drag your required file onto the Upload tile or click the tile to browse your computer.
- Click the Upload button to initiate the transfer.
- Click Save All to finalize the process.
Important
For security, the platform scans all files. If you see a message stating "This file is pending security scan," simply wait a few moments before trying to view or share it.
- Select the People menu and click on Employees List.
- Search for and click on the specific employee you are managing.
- Locate the Documents panel on their profile and select Add Document.
- Choose to either issue a formal HR Document (using a template) or upload a standalone file.
- If uploading a standalone file, fill in the details in the Uploaded Files window and click Save.
Further information
Once your files are uploaded, you can control who can see them across your Canadian hubs.
To filter your library:
- Go to Compliance > Document Management.
- Click the Filter button (chevron icon) to toggle between Show all, Published, or Draft files.
To share with your team:
- In Document Management, locate your document and click the Actions button (caret icon).
- Select the Share button.
- Complete the following sharing fields:
- Document Name: Confirm the public title of the file.
- Share Everyone: Toggle this to share with All employees or All contractors in Canada.
- Specific Targets: Use the Teams or Individual fields to narrow down recipients.
- Admin Access: Select if the file is for Admins only or for Admins and others.
- Reporting Line Access: Determine if Direct managers or Indirect managers can view the file on their subordinates' profiles.
- Click the Publish button to make the document visible to the selected users.
Editing Document Info:
- Navigate to Compliance > Document Management.
- Locate the file and click the Actions button.
- Click the Edit (pencil icon) button to update the file details.
Deleting a Document:
- Navigate to Compliance > Document Management.
- Locate the file and click the Actions button.
- Click the Delete (X icon) button.
- Confirm the action by clicking the Delete button in the pop-up window.
Explore related content
- Using the Advanced Template Editor: Learn how to create dynamic documents with variables for Canadian provincial compliance.
- Compliance Reporting: Create reports to see who has acknowledged or missed their required documentation.