Documents in Employee files

This section can be used to load or attach documents for this employee. Your options vary, depending on whether or not you have purchased HRpack:

  • If you have not purchased hr, you can load any documents which relate to this employee, such as resumes, property issues and so on.
  • If you have purchased hr, you would primarily use this section for documents which do not have a dedicated repository, such as pay-related notifications from the employee regarding banking splits, salary sacrifice arrangements and so on. HR-related documents would normally be loaded using the dedicated repositories of the events, training, skills or property nodes (these nodes would be hidden if HRpack had not been purchased). These repositories are mirrored within HRpack itself, meaning a document loaded in the employee file is accessible through hr and vice versa.

Using Document Store to Add a Document (or Image)

When you have common files for Employees, Document Store is the preferred method for adding documents/images in HR3pay.

  1. Once you are in the Employee file, select the Document Store node.
  2. In the Document Selector dialog box you have two options:
    • Begin typing the Title of the required document (or image). A list of possible files is displayed automatically, based on your search entry.
    • Alternatively, click the Search button Search Button in Document Store to browse through the folder structure
    Regardless of the option used, highlight the required document/image then click OK
  3. With the name of the document/image displayed in Document Selector, click OK. This displays the document/image name within the Documents tab.

Note that this document/image is linked from the Document Store - it has not added a new copy of the file here. In this way, 'database bloat' is prevented. If the file is deleted here, it is not deleted from the Document Store.

ClosedAdding and Editing Documents
  1. Once the employee file is open, select the Documents node on the left.
  2. Any existing documents are listed on the right.
  3. Double click an existing document to Edit it, or click Add New to add a new one.
  4. Complete the following information as required:
    5. Field Explanation
    Check In/Out These toolbar buttons are used to manage documents which have been loaded into the database (see below)
    Document ID This is a number assigned by the system to uniquely identify the document
    Document Type This lists the type of document which is being viewed, and can be double-clicked to edit the document.
    External Reference If the document has an external reference, such as a barcode, enter it here.
    Path This will display the path of an attached document (see below).
    Description The user can enter additional descriptive information for the document
    Folder This lists the location of the document within payroll, for example if it has been loaded through the documents node of the employee file, this will list documents/employee details.
    Document Keywords Enter any keywords which describe the document. A feature which is planned for a future release will allow the user to search for particular documents by keyword
    Security Level This function works with the user security level (in Administrator Information) to hide restricted documents from selected users, e.g. to hide managerial documents from payroll entry officers. As long as the document security level is higher than the user security level, the document will be hidden from the user.
    File Type Displays the file extension/type
    File Status For an attached document, this displays the path. It will be blank for a loaded document.
    Link Status This shows the employee to whom the document relates.
    Created This shows the date the document was created (as per Windows™ properties).
    Locked This shows whether the document is available for editing. 'False' means the document is not locked and is available for editing and 'True' means the document is locked as it is currently being edited by you or another user.
    Modified This shows the date the document was last modified (as per Windows™ properties).
    Accessed This shows the date the document was last accessed (as per Windows™ properties).
ClosedLoading Documents

Loading a document into the database creates a copy of the original document and stores it in the database. The loaded document can then be edited without affecting the original. You will know if a document has been loaded (rather than attached) if the Check Out button is enabled at the top of the document screen.

Loading a Document Into the Database

  1. In the employee file select the Documents node on the left.
  2. Click on the Add New button on the right.
  3. Next to Path, click the Browse button .
    A pop-up window will appear.
  4. Browse to the location of the document you wish to add.
  5. Select the required document, and click Load (or Cancel to exit).
  6. Click OK to save the new document settings.
ClosedAttaching Documents to the Database

Attaching a document to the database effectively creates a link to the original document wherever it is stored. Editing an attached document will also edit the original. When a document has been attached, the Check In / Check out buttons are disabled at the top of the document screen.

Attaching an external document

  1. In the employee file select the Documents node on the left.
  2. Click on the Add New button on the right.
  3. Next to Path, click the Browse button .
    A pop-up window will appear.
  4. Browse to the location of the document you wish to add.
  5. Select the required document, and then click Attach(or Cancel to exit). This action will create a link to the document wherever it is stored. Editing an attached document will also edit the original.
  6. Click OK to save the new document settings.

Editing an attached document

If the document was originally attached, use the following procedure to edit it.

  1. In the employee file select documents on the left.
  2. On the right, select the document to be edited.
  3. Click the Edit button.
  4. In the pop-up window, click the hyperlink or document icon at top right.
    The document will open for editing in the relevant program.
  5. Make any required changes, then save the document in its program.
    The changes are instantly available to any other users who may access the document from payroll or from the file's location.
  6. Back in payroll, click OK to close the document window.