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Knowledge Base.

User Profile - Documents.

The Documents tab displays folders containing user documents. User documents can be managed by Users, Manager approvers and HR Admins depending on the permissions set on the document folders.

Documents can be uploaded, viewed, deleted and require signatures. Documents requiring signatures can be signed from here.

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

To upload a document as a User:

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

To upload a document as a Manager approver or HR Admin:

  1. Navigate to the directory and select the Manage User icon.
  2. From the profile Documents tab, select a folder from the list.
  3. Click Upload, select a file and click Upload.

To view a document:

  1. From the profile 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 profile 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.

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

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 profile 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.

Documents are uploaded into folders. Folders can be created by Users, Manager approvers and HR Admins.

To create a folder as a User:

  1. From the profile Documents tab, select the new folder icon.
  2. Enter a folder name and click Submit.

To create a folder as a Manager approver:

  1. Navigate to the directory and select the Manage User icon.
  2. From the profile Documents tab, select the new folder icon.
  3. Enter a folder name, select the user's permission and click Submit.

To create a folder as an HR Admin user:

  1. Navigate to the directory and select the Manage User icon.
  2. From the profile Documents tab, select the new folder icon.
  3. Enter a folder name, and select the User and Manager approvers permissions and click Submit.

Folder names and permissions can be edited by Users, Manager approvers and HR Admins with write permission. It should be noted that changing folder permissions will affect the sub folders and documents within.

To edit a folder:

  1. From the profile Documents tab, click the ... icon for the folder, and select Edit.
  2. Edit the folder name, user and manager approver permissions depending on user permissions, and click Submit.

Document folders can be deleted by users with write permissions. It should be noted that deleting a folder will delete all subfolders and files within and this cannot be undone.

To delete a folder:

  1. From the profile Documents tab, click the ... icon for the folder, select Delete and confirm.

To download a document:

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

Alternatively:

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

Document information is available for every uploaded document. This includes the date and time the document was uploaded, any signatures that have been requested as well as the signed status.

To view document information:

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

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

To edit a document:

  1. From the profile Documents tab, select a folder from the list.
  2. Click the ... icon for a document, and select Edit.
  3. Edit the document name, add any notes and click Submit.

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

To move a document to another folder:

  1. From the profile Documents tab, select a folder from the list.
  2. Click the ... icon for a document, and select Move.
  3. Select a folder from the list and click Move Here.

To delete a document:

  1. From the profile Documents tab, select a folder from the list.
  2. Click the ... icon for a document, select Delete and confirm.

Document folders can be set with different permissions for Users, Manager approvers and HR Admins. The permissions are none, read or write.

When a folder is created, by default the creator has write permission to it.

HR Admin users have write permission to all folders, and can set read, write or none permissions for other users. Manager approvers, can set permission on the document folders relating to the users they manage, and users cannot set permissions.

If any user has the permission none set on a folder, they will not know the folder exists.

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