Documents - mail merge and uploading documents
- Kelly Collins
- Hitesh Sud
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.
Accessing the documents feature
Sending documents to employees
Uploading employee specific documents
Amending an employee specific document
Accessing the documents feature
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.
Selecting mail merge fields
Click get mail merge fields on the document screen, a panel will appear on the righthand side allowing you to select the appropriate fields.
You can either use the search box to type and type the field you require, or scroll through the options in the left-hand panel. Click on the field you want and drag this to the righthand selected fields panel. You can click on multiple fields and drag them across all at once. You can then click on the selected fields and change the order they are in. There is a signature field option which will create a signature box for the employee to sign and accept a document as well.
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.
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
You can upload PDF and word documents, and this can either be documents you have built using the above mail merge function or documents you have built outside of the system.
Go to admin and documents and click add.
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
Go to employees and find your employee. Right click on the employee name and select create documents. The document panel will open on the righthand side.
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.
You can specify a date range to filter the items you want to include in the mail merge process. For instance, if you want to send letters for annual salary increases, you only need to include the new salary and not the current one. To do that, choose a date range that covers only the relevant items. The same date range applies to all types of items. If you want to include all items, just leave the date pickers empty.
Click next when ready.
The next screen shows the selected employee, make sure the employee is showing in the righthand panel, and click next.
In the summary screen, you will see the employee and the status of document ready. You can click on the plus sign to expand, to see blue live links for the documents. Alternatively, you can click download all, if you wish to email these to the employee outside of People Manager.
When you are ready, click save this will send the documents to the employee. Click reviewing documents, to see how an employee will review and return the documents.
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
Once an employee has accepted a document you will be able to see this against their record.
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
If you have documents that are employee specific such as sick notes, these can be uploaded directly to the employee's record.
Go to the documents tab in the employee's record, and click the upload button.
You will then have the option to select the folder it is relevant to and name the document. Click choose file to upload the document and then upload once you are ready.
This will then be added to the attachment page in the document tab within the folder that you selected.
Amending an employee specific document
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.