Adding a Document in HRpack

To add a document, you need to access the relevant document tab, such as Position | Incumbent | (Employee) | Skills | Documents.

Using Document Store to Add a Document (or Image)

  1. Once you are in the Documents tab, click Document Store.
  1. 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
    Regardless of the option used, highlight the required document/image then click OK
  2. With the name of the document/image displayed in Document Selector, click OK. This displays the Document Load dialog box, from which you select Link or Load:
    • Link: this will create a link from the original document/image located in the Document Store. This is the recommended option, to maintain integrity of the original document (i.e. users will not be able to make changes to the original saved in Document Store).
    • Load: this adds a copy of the document/image to the current location, and stores this in the Document Store (in addition to the original document/image). This allows user to update the document and therefore have a local version. This is useful for templates, or other documents where it is useful to have an original plus location-specific copies.
  3. 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.

Adding a Document via Add New

Once you are in the appropriate area (e.g. a property item within Employee | Property), view the Documents tab.

  1. Click Add New.
    The Documents screen will open.
  2. Click the Browse button to the right of File Path, and then browse to find the file you wish to add.
  3. Highlight the file, then click Open.
  4. From the Document Load pop-up window, select either Attach or Load (or Cancel), as appropriate.
  5. Complete the following information, as required:

See Documents in HRpack for information on attaching and loading documents.

Note that other than the Title field, all these fields are optional (or are automatically completed).

Field Explanation
Details
File Path This is an automatic field. For an attached document it will show the file path. For a loaded document it will show the file name only.
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
Reference
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.
Review Date Documents may need to be monitored and reviewed at regular or specific intervals. This field allows you to specify the appropriate date for the document to be reviewed. The review date will appear in the Review Date column when you are viewing the grid (showing the list of attached documents).
Properties This section will be populated with relevant properties automatically once you have attached/loaded the document and clicked OK to save and close 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. Description updated.
User Defined
This area will display any UDFs that have been created, along with any associated data.

Notes can be added to apply to the document, using the Content tab, and the document can be published to HR3people so that other people can see it. See Editing Documents and Images for more information.

Viewing Documents/Images

  • If you have added the document or image directly (i.e. through Add New, not via Document Store) then double click the name to open the Documents window, then click Open. This will Check Out the document/image. This ensures that only one person at a time can edit the document/image.
  • If you wish to view documents that are linked from the Document Store:
    • Double click the document and click Open (all other buttons/options are greyed out)
  • If you wish to view images that are linked from the Document Store:
    • Double click the image - this will open the Image tab in the Documents window, displaying the selected image .

If documents or image are linked from Document Store, you cannot make changes to them here and then save this back to the Document Store. Changes can be made to the original in Document Store only.