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Company Documents are documents that are related to the company rather than an individual employee. These can be shared amongst the whole company or at a team level. A Company Document can be a file, link or a note that you wish to make available to multiple employees for easy review and access.
Company Documents are organised by Document Type. Document Types can be configured by users who have the Admin role from the Company Docs > Config section of the application. For example, you may have one Document Type for HR Templates, and another for Health and Safety.
Company Documents can be found under the Company Docs section of the left menu. By default, there are 4 Document Types - Employee Templates, Office Documents, Company Policies & HR Documents. Users with the Admin role are able to edit, add or remove these Document Types by going to Company Docs > Config > Document Types > Document Security.
Company Docs Security
Document storage is managed at a category level, so access to all documents in a single document type will be the same for each user role.
Users with the Admin role have the ability to create and manage Company Document Types.
Go to Company Docs > Config > Document Types > Company Document Security.
Either edit one of the current document types by clicking on it, or create a new one by clicking Create Document Type in the top right corner.
Viewing Company Docs
From the main menu, select Company Docs.
The Company Docs page will show details depending on your role. HR Managers have access to all Company Documents & Company Document Types, as well as the Acknowledgement and Read counts of documents.
The main Company Docs page can be viewed either in a list or grid view, depending on your preference. You can also sort the Company Docs by type or not.
List View - grouped by Company Document Type
Grid View - not grouped
All users can see their own read and acknowledge counts in the main view and HR Managers can view their own counts as well as counts for the company.
Creating Company Docs
There are two ways you can create a company document:
- Drag & Drop (available in the Grid View)
- Create button
Documents will always default to the access settings for the Document Type set in Process Config, Company Document Types and Security. For details on how to set this up, take a look at the following article: Security Settings for Records and Documents.
Adding a Company Doc will open a new dialogue. The dialogue is split into 3 sections: Document Content, Document Details and Security.
On the Document Content tab, either upload a file (supported file types for upload are pdf, jpg, gif, png, bmp, tiff, msoffice files (dot, xls, ppt etc), open document (files, and mp3) or select a different option, Internal Note, Link or YouTube video. If you have the integration with Microsoft 365 or G Suite enabled you will be able to select a Drive file.
YouTube videos (for example on Health & Safety training) and PDF documents (for example on Health & Safety Policy), as well as an Internal note, can be viewed within Company Docs. Other content types will provide a link to open outside Appogee HR or to download for offline viewing.
The Internal Notes selection allows you some formatting capabilities:
When you're happy with the selection on Document Content, either click the Next button or click on Document Details.
On this page, you can select the Document Name, Type and various dates associated with it.
The create date will auto-populate with today's date and you can choose the document date (e.g. the date from which the policy applies) and the review date (e.g. 1 year from today).
You're able to create the document from here, or optionally review the Security tab. Note, you will not be able to change the security here, as it's managed at the Document Type level.
Once the document has been created, the dialogue will change and you can set up notifications and acknowledgements now, or close the window and continue with something else.
If you select to send notifications, this will send an email and in-app notification to all users who have access to the document (based on the Document Type settings).
Selecting the acknowledgements option will take you to a different window. Details on setting up acknowledgements can be found in the next section of this article.
The Acknowledgements tab allows you to manage Acknowledgements and has 2 sections - Status and Rules.
The Status page allows you to view at a glance the document read and acknowledgement statutes. If there are any outstanding acknowledgements you are able to nudge the employees who still need to action the acknowledgement.
The Rules section allows you to create acknowledgement requests by setting up different rules.
Acknowledgement requests can be for:
You can set up multiple rules per document.
Once you have created your rules, you can then send out the requests. Click the Send Requests button and a dialogue will appear where you can add an optional message to be sent along with the acknowledgements.
On the acknowledgements page, there is also an exclusions list, which defines any particular employee(s) who will never need to acknowledge this document.
Acknowledging a Company Doc
When an employee is requested to acknowledge a Company Doc they will receive an email and it will show in the My Actions section of the Dashboard. When acknowledging a company doc, there are 3 choices:
- Acknowledge with Comment
- Submit Comment (do not acknowledge)
If a comment has been submitted, this can be seen on the acknowledgement status tab. A blue speech bubble will show next to the document preview to show it has comments.
The Notifications tab allows you to create Notifications that are triggered on a specific occasion, for a specific user and with a notification email message.
The occasions are set under the Notify When dropdown list with the following options:
- Document Acknowledgement Comment (but not acknowledged)
- Document is acknowledged
- Document is acknowledged (with comment)
- Document is fully acknowledged
- Review Date
- Relative to Due Date
The user options are set under the Notify Who dropdown list with the following options:
- Document Owner
- All HR Managers
- All HR Assistants
- All Payroll Admins
- All IT Managers
- Specific Employee
The Notification Email Message can include placeholders for dynamic text, click the Learn More link to view which placeholder text can be used.