This article covers the Workforce Employee Record 'Documents' tab. Here, users can view and upload files associated with the employee. 



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Documents Overview


The Documents tab is displayed on an Employee Record after that employee has been onboarded to payroll. This tab is used to store documents associated with the employee. Documents are viewable and uploadable per legal entity. 


When the employee is onboarded to payroll, this tab will automatically be populated with a 'Signed Documents' folder and a 'Tax Forms' folder. 


The Tax Forms folder contains printable tax forms that the employee has completed and digitally signed. During onboarding, the employee must complete tax forms for all tax jurisdictions associated with their home address and work address. Employees can update their tax forms in the 'My Pay' section of the R365 Mobile App. 


The Signed Documents folder contains all documents that the employee has been requested to sign; these will be accessible and downloadable by the employee. The employee will be prompted to sign these documents in the 'My Pay' section of the R365 Mobile App. If the employee is unable to electronically sign a document, an admin user can verify that they have seen the signed document and upload it. All documents in the signed documents folder can be downloaded by the employee through the Learn more about managing signed documents here




Documents Tab Buttons and Fields






FieldDescription
Company MenuIndicates which legal entity that documents are currently displayed for. Click to open the drop-down menu of all legal entities available.
Navigation MenuLists the current folder being viewed and path to that folder. Click a folder name to navigate to it.

 
DeleteClick to delete the selected documents or folders.

Note: This button is only enabled after one or more files or folders have been selected (#7).


Note: The following folders cannot be deleted:

  • Signed Documents
  • Tax Forms


Important Note: Deleting a folder will delete all files and folders within it.


MoveClick to move the selected documents or folders to a different folder.

Note: This button is only enabled after one or more files or folders have been selected (#7).


Note: The following folders cannot be moved:

  • Signed Documents
  • Tax Forms

Add FolderClick to add a folder. This will add a line to the documents list where the folder can be named and saved.

Add File

Click to upload a file.


Note: Files can also be uploaded by dragging and dropping onto the list.


Bulk SelectClick to select the file or folder. Selecting one or more files or folders will activate the 'Delete' (#3) and 'Move' (#4) buttons in the header.
Name

Name of the file or folder.


CreatedDate folder or file was created.
Created By
User who created the file or folder.
File or Folder

Click to view the file or open the folder.


Folders are indicated with a folder icon.


File/Folder Menu

Contains the following options, based on whether the item is a file or a folder:


Files

Download - Click to download the file.
Rename - Click to rename the file.
Move - Click to move the file to a different folder.
Delete - Click to delete the file.
Activity - Click to view the changelog for the file.



Folders

Rename - Click to rename the folder.
Move - Click to move the folder to a different folder.
Delete - Click to delete the folder and all folders and files within it.

Note: The following folders cannot be renamed, moved, or deleted:

  • Signed Documents
  • Tax Forms


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Signed Documents


When an employee is onboarded to payroll, a 'Signed Documents' folder will be added to their Employee Record that contains all documents that the employee has been requested to sign. The employee will be prompted to sign these documents in the 'My Pay' section of the R365 Mobile App. 


The 'Signed Documents' folder is locked, and cannot be renamed, moved, or deleted.

If an employee is unable to electronically sign a document, an admin user can acknowledge that they have seen the signed document in the signed documents details sidesheet.


Signed Documents Folder Buttons and Fields





FieldDescription
File ActionsDelete - Click to delete the selected file or folder. This button is only enabled after one or more files or folders have been selected (#2).

Move - This button is disabled. Signed documents cannot be moved.

Add Folder - This button is disabled. Additional folders cannot be added to the signed documents folder.

Add File - Click to upload a new file. Manually-added files will not prompt the employee for a signature. Learn more about adding documents that require a signature here
 Bulk SelectClick to select the file. Selecting one or more files will activate the 'Delete' button in the header.
 NameName of the signed document.
CreatedDate signed document was created.
Created ByUser who created the signed document.
 Signature

Indicates if the signature is completed: 

  •  - Signature is not complete.
  •  - Signature is complete.

DocumentClick to open the Signed Documents Details sidesheet. 
Document MenuContains the following options:

Download - Download the signed document.
Rename - Rename the signed document.
Activity - View the signature timestamps and changes to the document.
Cancel - Cancel the signed document request. The employee will no longer be prompted to sign the document. 



Signed Document Details Sidesheet




FieldDescription
Back ArrowClick to return to the employee's 'Signed Documents' folder.
Signature TimestampDate and time signature was received.
Admin AcknowledgementWhen checked, an admin user acknowledged that they have seen a hard copy of the signed document.

Note: The user who acknowledged having seen the signed document and the time of acknowledgement will be recorded in the activity trail for the document.


FilesManually-uploaded files associated with the signed document.
DownloadClick to download the attached file.
TrashcanClick to delete the attached file.
Upload Signed FileClick to upload additional files associated with the signed document.



Adding Additional Documents


Additional documents can be added to the 'Signed Documents' folder via the Documents page.



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