Using this feature you can download and find electronic private documents of a company on the HR system. This is where documents not associated with an individual employee (e.g. a contract with a Recruitment Consultant, or report that covers a group of employees) can be stored.
You can upload private company documents in the Admin section of Verde HR. To upload a private company document, log on to the software. It will automatically open in Self-Serve on the My Holidays page; Click on Admin (see 1 on the screenshot below) in the Top Menu, then select Documents (see 2 on the screenshot below) from the side menu this will open a new menu below the top menu, select Company Private (see 3 on the screenshot below) from that menu.
How to categorise files ready for upload
To make searching easier and the have additional information regarding a file, you can add the following tags to file. These tags are optional. If left empty they will default to nil, other than the date which will take the upload date.
- Select the name of the person, for whom you are uploading the document, from the For in the field drop down menu (see 4 on the screenshot below)
- Select a date and time of the document from the Date/Time field (see 5 on the screenshot below)
This is the date and time on the document, the date and time of the upload is added automatically, if you leave this blank it will be populated with the date and time of the upload.
- Click on the Doc Folder field (see 6 on the screenshot below) and choose the document type from the drop-down menu
- Click on the Doc Sub Folder field (see 7 on the screenshot below) and choose from the drop-down menu
- Click on the Expiry field (see 8 on the screenshot below) and select a date for when a document expires
If you have a document that you want to be taken from the folder after a certain time, e.g. 5 years, this will automatically remove that file from the folder after the date in this field.
How to Upload files to Company Private Documents
- Go to the File Search bar (see 9 on the screenshot below) this will open up your directory go to the appropriate Directory/Sub Directory and select the file you want to upload. Double clicking on the selected document
- Click on the Upload tab (see 10 on the screenshot below) to upload and save the document on the system
- The uploaded document will be listed at the bottom of the screen (see highlighted section 11 on the screenshot below)
- To upload a second or further document press the Clear tab (see 12 on the screenshot below) to clear the file details and start again
To maintain relaible audit trails, uploaded files can not be altered or overwritten. If you upload the same file more than once, it will create a new version with a version number of the original file.
- If you only want to see the most recent version of a file in the file list press No on Show all versions (see 13 on the screenshot below)
- If you only want to see all versions of a file in the file list press Yes on Show all versions (see14 on the screenshot below)
If you want to check the content of a file click on Download (see 15 on the screenshot below), and you can either open the file on your screen or print a copy.
Screen Shot
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