Within this section you can upload existing documents, or use the mail merge facility and build a document within People Manager. You also have the ability to upload employee specific documents, such as passport images and sick notes.
Selecting mail merge fields Anchor TOP TOP
Sending documents to employees
Uploading employee specific documentsAmending an employee specific document
Document area in admin
From admin in the top menu bar, select documents in the employee section. You will then see any documents you have already set up, along with an add option for PDF documents or a get mail merge field option allowing you to create a document using your data in People Manager.
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When you have selected all your fields click on create mail merge fields.
A word document will be created and downloaded for you to open. It will have all of the fields you have selected shown as below. This is the format for each field that you will need to use in the document you create.
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You can the configure your document around these mail merge fields, as below and save this document. You will then be able to add this to your document list.
Uploading documents Anchor uploaddoc uploaddoc
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Click choose file and upload your document and add the name of the document. If you have used the mail merge function and added a electronic signature field, you will be able to tick the signature required box. Click upload, your document will appear in the list of documents ready for you to send these to employees.
Sending documents to employees Anchor sending sending
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Tick the box in the select column against the document you wish to assign, use the employee folder dropdown to select the correct folder to assign. For example if your documents is about personal details then you would select employee personal details. If you are using a mail merge document and have applied a signature box then you can tick requires acceptance. Click next when ready.
The next screen shows the selected employee, make sure the employee is showing in the righthand panel, and click next.
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If you wish to send documents to multiple people, right click on the folder, and select create documents. You will then get the option to select all employees within the folder you have clicked on. If you click on the top folder with your company name, all employees will be available for selection.
Returned documents Anchor returned returned
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Go to the employee you wish to check. Go to the documents tab and you will see all attachments assigned. You can click on the relevant document to view.
Uploading employee specific documents Anchor specific specific
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If you have added a document in error or need to rename the file. Simply right click on the document and select delete or rename.
