Documents - Adding and Editing

There are several areas in kiosk where you can add or view documents and images. For example, in Employee Details | Personal Details, Expense Details | My Expenses, and in all Employee HR Details options. In addition, in kiosk OHS you can add documents to Incidents, Hazards, Plant and Audits.

Adding a Document

To add a document, you need to access the relevant document tab, such as Incidents Documents.

  1. Once you are in the Documents tab, click New.
    The DocumentEdit screen will open.

  2. Click Browse to the right of the File field, and then Browse to find the file you wish to load.

  3. Click OK - this will store the document in the HR3people database, then click Close.
    The File Browse window
  4. Complete the following information, as required:
Field Explanation
Title Type in an appropriate title for the document
Description Enter a description for the document, which will show on the position document listing screen
Tags This field is not in use at present
Document ID The system automatically assigns a unique ID to identify the document internally. You cannot edit this value.
External Reference Enter any details required to reference the document externally, e.g. a barcode, or the original file source location (e.g. the network address)
Document URL Add the URL (website address) if the document is located via the internet.
Security Each person who logs in to kiosk has an associated Security level, as specified by the system administrator. Security levels range from 1 to 9 (zero means no security restrictions). If a user is Security level 5, they will be able to see items at Security level 5 and below. Therefore, if you apply Security level 5 to a document, any user with Security level 5 or above will be able to open it.
The next section will be populated with relevant properties automatically once you have loaded the document and saved and closed the window.
File type This lists the three or four letter extension of the current document (e.g. xls or docx)
File status This specifies the location to where the document was last checked out.
Link status This shows the node to which the document has been loaded, for example Hazards or Incidents.
Created This is the date the document was created, as per Windows® properties.
Locked This shows whether a loaded document is available for editing.
Modified This is the date the document Details were modified, e.g. Security level changed or Description updated.

When you add a document in kiosk, this will load a copy of the document into the database. Therefore there are two important considerations:

File Size

There is a 10Mb file size restriction when adding documents, however be aware that each time a document is added this will increase the size of the database. If many people are adding documents, particularly if they are very large documents, this could start to slow down the performance of kiosk.

We suggest that users are asked not to add documents unnecessarily. They should consider if adding it via kiosk is relevant, or whether another method of document sharing is more appropriate, such as sending by email or saving in relevant shared areas in a network. Alternatively, for HR3 payroll users, we suggest attaching documents in payroll instead of loading them in kiosk - this means the document can be viewed in kiosk also.

Editing

  1. To open the document, click Open Document to the right of the document name .
  2. You are then given the option of opening or saving the document.
  • Choose Open if you are only viewing the document.
  • If you will be making changes to the document, and want these changes to be made to the original document, you need to consider where the original document is located. We suggest the following processes for updating the document:
    • If it is in a network location and you don't have access to this, you may choose to Save the kiosk copy to a local location (e.g. your Desktop) and make the changes. When you then have access to the network, you would need to remove the original document and save the updated version in its place. (Note that you should also adhere to any document control processes in place in your organisation.)
    • Alternatively, Save the file with the same name and in the same location as the original (i.e. to overwrite it) and make the changes.
  • Whichever method you choose, once you have updated the document, you will need to Upload the new version to kiosk:
    1. Select the entry in the Documents tab and click Edit.
    2. Click Browse and locate the updated version of the document.
    3. Click Upload. Then Save and Close.
    4. This will retain all the original details, such as Document ID, but update the Modified date.

Document Store

This option links to the documents/images that have been stored within Document Store so that you may search for documents/images. However, it will only provide access to those documents/images for which the Document Store AND the HR3kiosk options have been selected. These options are located on the Publish tab when a document or image is added or edited.

When a document/image is added in kiosk, the HR3Kiosk Publish option is activated automatically. This occurs 'in the background', i.e. within HR3 payroll Document Store, so that the system administrator is able to see that the document/image has been added.

For more information on Document Store, and Publish, please view these topics in HR3 payroll Help.