Start from: The Workforce module.
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Select Documentation from the main menu.
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In the Documentation screen, select New (+) to add a new document.
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A three-part process will then be deployed:
1. Employees
This step is dedicated to assigning an employee or employees to the documentation to be uploaded.
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Select the Work center where the employees whose documentation you want to upload are located.
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Select a Category or a Contract (optional fields) to filter the results.
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Select the Status of the employees. You can choose between Current, Former, and Future.
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Select one or more Employees for whom you want to upload documentation and select Add.
2. Documentation
In this step, you select the specific document(s) to be assigned to employees.
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Select Click here to upload to open the file browser and select the document, or drag and drop the file into the box. Once the file is loaded, it appears under Added Documents.
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Enter a Description for the document. This field is mandatory.
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Optionally, add Tags to classify the document.
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Turn on Visible in employee App if you want employees to see the document in the app.
Use a template
Instead of uploading a file, you can assign a saved document template. Workforce fills in the variables with each employee's data and creates a separate file for each employee.
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In Template, select the template.
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Select Add. The template appears in Added Documents with its tags and its Variables detected.
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To remove it, select the bin icon next to it.
Note: Only active templates appear in the Template list.
You can combine templates and uploaded files in the same assignment. If an employee has no data for a variable, that space is left blank in their copy. To create a template, see Create a document template. For more on variables, see Use variables in employee documents.
3. Digital signature
In this step, you decide whether the documents need one or more digital signatures. All selected signatories receive an email with a link to sign through Signaturit. Only .pdf and .doc/x files can be signed.
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Turn on Digital signature. By turning it on, you accept the Terms of use.
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To require the employees' signature, turn on Signature required under Configuration > Employees. To learn more, see Sign a document.
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In Users, select the signatory and select Add.
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If there are external signatories, enter their Full name, Company and Email under External signatories, and select Add.
Note: If the digital signature has not been contracted, the option to add signatories is disabled.
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Once you have completed the three steps above, select Save to keep the changes. You can also retrace the above steps by selecting the Back button.
