Managing Onboarding Documents (Document Library)

Managing Onboarding Documents (Document Library)

Within the Onboarding module, the 'Documents' form serves as a library for official documents that new starters might need to review or acknowledge (e.g., company policies, handbooks, standard agreements). These are distinct from the individual files a new starter might upload as part of their specific onboarding process.

Creating a New Document Record in the Library

1. Navigate to the Documents form within the Onboarding module.
2. Select New Record.
3. Fill in the document details:
   • Title: A clear name for the document (e.g., "Employee Handbook 2024," "Work Health & Safety Policy").
   • Document Type: Choose the category that best describes the document (e.g., Policy, Procedure, Guideline). This helps in organizing and finding documents. Administrators configure the available types.
   • Document Owner: Assign the user responsible for keeping this document up-to-date.
   • Expiry Date: If the document has a validity period, enter its expiry date. The system can send reminders before this date.
   • Description: (Optional) Add any further details about the document.
4. Use the Attachments feature to upload the actual document file.
5. Choose an action:
   • Save: Saves the document record as a Draft. It is not yet considered active.
   • Submit: Marks the document as Issued for Use, making it active in the library.

Document Workflow

Documents in this library typically follow these stages:

• Draft: The document record is being prepared.
• Issued for Use: The document is active and available.
• Expired: The document has passed its 'Expiry Date'. The 'Document Owner' is usually notified.
• Withdrawn: The document is no longer in use and has been archived.

Why are these fields important?

• Document Type: Helps categorize and filter documents within the library.
• Document Owner: Ensures accountability for the document's accuracy and relevance.
• Expiry Date: Crucial for compliance and ensuring only current documents are in use. Automated notifications help manage renewals.

Linking Actions

You can link 'Associated Actions' to these document records, for example, to track tasks for periodic review or updates.