Documentation, Policies and Letters

This recorded session is aimed at HR users and shows you how to manage documents, policies and letters in HR.

It covers publishing company documents and choosing who can see them, tracking policy acceptance and publishing new policy versions, and storing personal documents against employee records. It also shows how to create mail-merged letter templates and send them to one employee or many.

Key takeaways

Company documents only appear once a user role has access to them. After uploading a document, give access in Role Management on the Published Documents tile
There are two ways to update a policy. Updating the existing policy sends the new version to employees to accept, but doesn’t keep a history; this is the simpler option most customers use. Adding a new record keeps the history, but needs more setting up, including policy groups
Letter templates save time on standard letters, such as welcome and leaver letters. You can choose which templates each user role can send, so managers can be given some letters without access to others, like pay review letters

Q&As

Why can’t employees see a company document I’ve uploaded?
Their user role needs access to it. In Role Management, open the role and turn on access to the document on the Published Documents tile
2. Why can’t a manager or employee see a personal document?
Who can see a document depends on its category. Each category has field group security and settings for employee and manager access
3. Why isn’t information pulling through into my letter?
Put each merge field in curly brackets in the template, then link it to the matching field on the Fields toggle. Which fields you can choose depends on the template type, such as Personal Details or Job and Pay
4. Why can’t I see the option to send a letter?
Check the Letter Communication column on the page in Role Management. The letter also needs to be linked to that area of the system, for example Personal Details

Footer

Key takeaways

Q&As

Related articles

Comments