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Knowledge Base.

Documents.

Documents that need to be shared with all users of an account can be shared using company documents. Company documents prevents the need to upload the same document to each individual user. Company documents can be shared with all users, or only with users belonging to specific teams and locations.

Documents are uploaded into folders, a folder must exist to upload a document. See How do I create a company document folder?, for steps.

To upload a company document as an HR Admin:

  1. From the Documents tab, select a folder from the list.
  2. Click Upload, select a file and click Upload.

All company documents can be viewed by HR Admin users. Non-admin users will be able to view documents depending on the access permissions set on the document folder.

To view a company document:

  1. From the Documents tab, select a folder from the list.
  2. Click the ... icon for the document to be viewed, and select the Download option.

Alternatively:

  1. From the Documents tab, select a folder from the list.
  2. Click the ... icon for the document to be viewed, select the View Info option, and click Download.

HR Admin users can request a company document to be signed by any user with permission to the document folder in which it is located.

To request a signature:

  1. From the Documents tab, select a folder from the list.
  2. Click the ... icon for a document, and select Signatures.
  3. Select one or multiple signers, or click Select All, optionally add a message for the signer, and click Request Signature.
  4. To cancel a signature request, deselect the signer, or click Deselect New.

To sign a document:

  1. From the New document signature requested email, select View Document, or click the alert icon in the header, and select the document to be signed.
  2. Provide a signature and optional message, and click Sign.

Alternatively:

  1. From the Documents tab, click Sign in the Signature Requests card, or click the ... icon for a document, and select Sign.
  2. Provide a signature and optional message, and click Sign.

To create a company document folder:

  1. As an HR admin, from the Documents tab, select the new folder icon.
  2. Enter a folder name, select the access permissions, and click Submit.

Company document folder names and access permissions can be edited by HR Admin users. It should be noted that changing folder access permissions will affect access to the sub folders and documents within.

To edit a company document folder:

  1. As an HR Admin, from the Documents tab, click the ... icon for the folder, and select Edit.
  2. Edit the folder name, change the access permissions, and click Submit.

Company document folders can be deleted by HR Admin users. It should be noted that deleting a folder will delete all sub folders and documents within.

To delete a company document folder:

  1. As an HR Admin, from the Documents tab, click the ... icon for the folder, select Delete and confirm.

Users will be able to download documents depending on the access permissions set on the document folder.

To download a company document:

  1. From the Documents tab, select a folder.
  2. Click the ... icon for the document, and select Download.

Alternatively:

  1. From the Documents tab, select a folder.
  2. Click the ... icon for the document, select View Info, and click Download.

Document info is available for every company document. This includes the date and time the document was uploaded, and for HR Admin users, any signatures that have been requested as well as the signed status. Non-admin users, will see only their signed status for the document.

To view document info for a company document:

  1. From the Documents tab, select a folder.
  2. Click the ... icon for the document, and select View Info.

Documents cannot be edited within PolarHR, so, to edit a company document it would be necessary to delete and upload a new version. The document title can be edited, and notes added by HR Admin users.

To edit company document details:

  1. As an HR Admin, from the Documents tab, select a folder.
  2. Select the ... icon for the document, and select Edit.
  3. Edit the document name, add any notes, and click Submit.

Company documents can be moved to different folders as necessary, however, it should be noted that the access permissions on the moved to folder will apply to the document.

To move a company document:

  1. As an HR Admin, from the Documents tab, select a folder.
  2. Select the ... icon for the document, and select Move.
  3. Select a folder from the list and click Move Here.

To delete a company document:

  1. As an HR Admin, from the Documents tab, select a folder.
  2. Select the ... icon for the document, select Delete, and confirm.

Company document folders can be set with different access permissions for HR Admins, teams and locations.

Folders can be set with HR Admin only access, these folders and the documents within will not be available to any other user.

Access permissions set by team or location allow users within those teams and locations to view the documents.

Setting access permissions of no team or no location, will allow all users access to the documents in the folder.

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