Overview: The documentation functionality in Workforce allows users to quickly and efficiently view and search documents uploaded to the system. In the same way, it facilitates the downloading of documents and the export of detailed reports of the documents uploaded to the system.
Start from: The Workforce module.
Select Documentation from the main menu.
The Documentation screen will show you a list of all the documents uploaded to the system.
The screen also displays a series of columns with relevant information for each document:
Document: displays the name of the uploaded document.
Employee: displays the name of the employee to whom the document has been assigned.
Work center: shows the work center to which the employee belongs.
Type: shows the type of document assigned or the source by which the document was uploaded.
Visible: shows whether the document is visible to employees via the employees app.
Employee status: shows what actions the employee has taken regarding the document. The status can be Unread, Signed, or Not required.
Status of other signatories: shows what actions have been taken by other signatories outside the organization. The statuses are the same as in Status employed.
Tags: displays the tag(s) assigned to the document during its creation or editing.
Modified by: shows the date and users responsible for the creation or modification of the document.
Filter or find a document
Select the magnifying glass icon to open a search panel and type the specific text you wish to search for.
To make a more detailed search using filters, you can select the Filter button in the documentation window.
In the Filter drop-down, you can choose to make three types of filtering:
Documentation: Filter by Document Type, whether it is Visible in the employee app, by Tags assigned to the document, or by the Status, either of the employee or the other signatories.
Employees: Filter by Employee Status (Current, Former, or Future), Employee Name(s), Employee Category, or Assigned Contract.
Modified by: Filters by the user who created or modified the document, as well as the dates of the last modifications.
In the same way, you can decide if you want to filter the documents by Work Center.
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Export and download documents
To export a report of all documents loaded in the system, select Export from the Documentation screen.
Choose whether you want to download the report in .XLS or .CSV format.
To download a document already loaded in the system, select the line of the document you wish to export.
In the Assigned Document pop-up window, select the Download button above the document box.