Employee Data Card: Documents

This guide will go through the tab Documents. This tab is accessible on the employee data card.

Below you can see where you'll find Documents on the employee data card.

Under the tab Documents you will find all the documents related to the employee. This could be documents such as a contract, contract appendixes, criminal records, and so on.

Once you are under the tab Documents, you have different options. You can upload an existing document to the employees data card, or generate a new one.

To upload a new document, click on Add file or folder, and then New file. Then, upload your document. Once you have uploaded your document, click on No type next to the document name, and select a fitting type. You can define your own document types by heading to the main menu and choose Document -> Document type. Learn more about document types here: Document types.

Should it be relevant, you can add an expiration date on the document. Once it expires the document will not be deleted, but simply marked as expired.

Under Responsible Employees you can find the employee or employees that are responsible for the document. For example, it could be the immediate manager who is responsible for ensuring that the required certificates are still valid for the employee in question.

To complete the action, click on Save and close. The document is now saved onto the employee's data card.

You can create a document based on a template from your HR-ON Staff account.

To do so, click on Add file or folder and then click on Generate document. Then choose a template from the list. When you do this an editing window will appear. Here you can add information in the various fields on the right side of the screen. As you fill out the fields, the document automatically updates.

If you wish to edit the template text you can do so by clicking on Edit template, which you will find above the document. The changes you make will only be saved to the document you are currently editing, and not the original template. You can edit the original template or add a new one by clicking on the menu option Documents -> Document templates. Learn more about document templates here: Document templates.

To complete the action click Add to documents, or Send to digital signature or Send to electronic signature if the document requires a signature. Learn more about digital signature below.

If you wish to sign a document digitally by using NemID or MitID, simply click on Send to digital signature. This will open a window with four tabs.

To add the employees that you need to sign the document, click on Choose employees. After this a dropdown list of the employees will appear. You can add an external signee by typing in this persons name and email.

You can define the order in which you want people to sign the document by activating the slider Use custom sign order for the signees. Doing this allows you to move the signees either up or down depending on the order you would like them to sign. This way you can make sure that the employee will not receive the document until it has been signed by the manager/managers.

If a third party needs to receive a copy of the document, you can add a recipient by clicking the tab Recipients.

To forward the digital signature request, go to Finalize. You can change the wording of the email the parties will receive. Complete the task by clicking Save.

If you want the document to be signed with electronic signature, click on Send for electronic signature. Choose Signatories to select who should sign the document. Click on Select employees to see a dropdown list of employees.

You can define the order in which you want people to sign the document by clicking on Notify users according to the specified order.

You can add a reminder for the signees if you want to remind them to sign the documents.

Complete the task by clicking Save and close.

This guide has walked you through the different ways you can use the function Documents on the employees' data cards. We have guided you through how to add documents as well as how to generate documents. Additionally, we have provided insights on how to send documents to digital signature.