HR

Step-by-step guide

This guide will explain how to configure Personal Document Categories and the security considerations to control which types of Personal Documents your users have access to.

Contents

• Introduction
• Configuring Personal Document Categories
• Using Batch Update to modify Document Category permissions
   

Introduction

When a document is stored against an employee in Personal > Personal Documents (under Documents header in the Pre-2025 (top) menu), it is mandatory to select the category in which to save the document. The category controls who can access the document, be that the employee, manager, or which HR users have access, based upon field group security access.

Configuring Personal Document Categories

• Go to the following area:
  • Latest (left-hand) menu: Personal > Personal Information Configuration > Personal Document Categories Configuration
  • Pre 2025 (top) menu: System > Document Configuration > Personal Document Categories
• The screen will show a listing of all the existing categories which you can click on to see the full details.

• To add a new category click Insert New Record
• Enter a Description
• Select a Security Field Group if required: by applying this to Document Categories, you can determine which users can access which documents and also which categories they see in the dropdown list when inserting/amending a document. This can also be applied to Record Groups. For example, we could be storing sensitive documents that we do not want users in a Training Manager (HR User) role to access
• Set the Access sliders for Employee/Manager to set the default permissions for documents in this category
• Click Update. The category will now be available for use to store documents against

Using Batch Update to Modify Document Category Permissions

• Go to the following area:
  • Latest (left-hand) menu: Personal > Personal Information Configuration > Personal Document Categories Configuration
  • Pre 2025 (top) menu: System > Document Configuration > Personal Document Categories
• The screen will show a listing of all the currently created categories
• Click into the category that is to be changed
• Change the Access to Employee and Access to Manager sliders as required
• Click Update (ensure you do this before clicking Batch Update to ensure the updated permissions are applied)
• Then go back into the same category that has been modified
• Click Batch Update and a pop-up message will confirm how many records have been updated