This article contains the following information:
- About Documents
- How to navigate to Documents
- About Documents tabs
- Understanding document sharing
- How to upload required documents
- How to share documents with all employees
- How to share documents with specific groups of employees
About Documents
Documents is a centralized document management system that has a familiar folder explorer UI and a built-in file previewer.
Documents enables employees, including your management and HR teams, to share all kinds of documents with each other.
Sample view of the Documents feature for an employee
Detailed information
How to navigate to Documents
In the web application's left sidebar, in the My HR section, you can click Documents.
Navigating to Documents
Detailed information
About Documents tabs
The documents available in Documents are organized in folders, which are grouped into the following tabs:
My Folders tab
The My Folders tab typically contains your personal documents that you have uploaded to Yomly.
By default, the My Folders tab contains the following automatically-generated folders:
You can also create multiple additional folders to organize and share your documents and even upload documents directly to the Home (root) folder.
Sample view of the My Folders tab for an employee
Required documents folder
In the Required documents folder, you can upload the documents that are indicated as required.
Your platform admin would configure documents as required only if they are critical to business requirements.
For example, if your organization needs to maintain identification records of employees to comply with local laws, your platform admin would mark only those document types as required and make it mandatory for you to upload them.
Based on other non-critical business requirements, you can also upload other personal documents, which aren't indicated to you as required, to Yomly.
Your platform admin can view all documents available in your Required documents folder.
Sample view of the Required documents folder for an employee with missing documents
Based on how your organization reminds employees to upload your pending required documents, you might be assigned tasks and/or receive document reminders by email.
General folder
In the General folder, you can upload documents that aren't marked as required.
Sample view of the General folder for an employee
Dependents folder
In the Dependents folder, you can upload personal documents of your dependents.
This folder is available in the My Folders tab only if you are eligible for dependents' benefits based on your employment contract.
Sample view of the Dependents folder for an employee
Detailed information
Shared With Me tab
The Shared With Me tab contains the following kinds of documents:
-
Documents that you have shared globally (with all employees)
-
Documents that other employees have shared with you
These documents are typically organized in folders.
Sample view of the Shared With Me tab for an employee
By default, this tab contains an automatically-generated folder called Shared documents.
This tab might also contain multiple additional shared folders that other employees (for example, your management or HR teams) have created. The root folder of the tab might also contain shared documents.
The documents available in this tab might be shared with you in any of the following ways:
-
Shared only with you (for example, a specific letter that you requested)
-
Shared with a specific group of employees that includes you (for example, a form that everyone working on a specific project has to fill)
-
Shared globally across the organization (for example, the employee handbook)
Shared documents folder
In the Shared documents folder, you can upload documents to share them globally.
Sample view of the Shared documents folder for an employee
Detailed information
Understanding document sharing
As an employee, you can share documents with other employees in the following ways:
-
Share your personal documents with your organization (for example, your identification documents that your organization needs to maintain for compliance with laws or standards).
You can do this by uploading them to the appropriate folder in the My Folders tab.
-
Share documents globally with all employees (for example, HR policy documents).
You can do this by uploading them to the Shared documents folder in the Shared With Me tab.
-
Share documents with select groups of employees (audiences) (for example, documents related to a specific project).
You can do this by uploading them to a folder in the My Folders tab that is configured with the appropriate permissions.
As an employee, you can create a folder in the My Folders tab and enable only the required audience(s) to access it. However, to do this, a required audience configured based on your requirements is prerequisite. You can ask your platform admin to create the required audience on your behalf.
How to upload required documents
The following indicators are displayed if you need to upload any pending required documents:
-
In the Your profile widget on your dashboard, the or icon is displayed next to Documents. These icons indicate that some or all required documents are missing, respectively.
Sample employee profile that indicates that some required documents are pending
-
The Required documents folder in the My Folders tab in Documents lists documents that are marked as missing.
Sample view of the Required documents folder with missing documents
To upload a pending required document, you can do the following:
-
Navigate to the Required documents folder.
-
Click any missing required document.
-
In the Upload New File dialogue, upload the pending required document. To do this, use drag-and-drop or click the box to browse and select the document manually.
You can upload files of the following file formats:
Type Format Image JPEG, JPG, and PNG Document PDF, EPUB, XML DOC, DOCS, PPT, PPTX, XLS, and XLSX Media WEBM, MP4, AVI, and MOV Uploading missing documents to the Required documents folder
-
Click Upload.
Depending on the document type, your organization might need to record specific data from some required documents.
Yomly automatically extracts the required information from passports, UAE Emirates ID cards, and UAE residence visas when you upload them. You can validate the auto-populated data and manually enter any missing data.
-
Validate the information extracted from the uploaded file.
Validating data extracted from a document
-
Click Save.
The document is uploaded and is no longer marked as missing in the Required documents folder.
Sample view of the Required documents folder after uploading a missing document
-
When uploading your UAE ID card, you can upload each side separately and save them as part of the same document.
Example of the ability to upload both sides of the UAE ID card
-
Based on the configured document type settings, you might need to include your signature when uploading some documents.
Example of documents that require signatures
-
Your organization might need to ensure the validity of some documents, such as identification documents. Yomly enables organizations to track the expiry of these critical documents and proactively inform employees of their upcoming document expiry.
If document expiry tracking is enabled for any document, it must have an expiry date. When validating the information recorded from it, you must review its expiry date.
If no expiry date is recorded, a Missing expiry date indicator is displayed next to the document in the Required documents folder.
As the document's expiry date approaches, you, your manager, your HR team, and any other approvers might receive automated email reminders. You must proactively renew the document and upload its updated version.
If a document has expired, an Expired indicator is displayed next to it in the Required documents folder.
-
The status of each document is displayed in the Status column.
When you upload a required document, initially, its status is Pending. This means that the document has been sent for verification and approval. After the designated approver (for example, your manager or someone from your HR team) approves your document, its status becomes Approved.
-
You can upload more than one valid document of the same document type. (For example, if you have passports of multiple countries, you can upload all of them to Yomly.)
If you have uploaded multiple documents of the same type, you can mark one of them as the primary document that you want your organization to consider for internal records, verification, letters, and other purposes.
Detailed information
How to upload documents that are not marked as missing
You can upload a document to the Required documents folder even if it isn't indicated as a missing document. To do this, you can do the following:
-
Navigate to the Required documents folder in the My Folders tab in Documents.
-
In the upper-right corner. click + Add > Upload File.
Adding a document to the Required documents folder
-
In the Upload New File dialogue, upload your file.
-
Select the Document Type.
Selecting the document type when uploading a document
-
Click Upload.
The document is uploaded to the Required documents folder.
-
To validate, enter, and/or update the required details of the uploaded document, you can click the document, enter correct information, and click Save.
You can follow similar steps to upload any personal documents to other folders in the My Folders tab, such as General, Dependents, or any other available folder.
How to share documents with all employees
To share a document with all employees, you can do the following:
-
Navigate to the Shared documents folder in the Shared With Me tab in Documents.
-
In the upper-right corner. click + Add > Upload File.
Adding a document to the Shared documents folder
-
In the Upload New File dialogue, upload your file.
-
(Optional) Select the Document Type.
-
Click Upload.
The document is uploaded to the Shared documents folder.
Detailed information
How to share documents with specific groups of employees
To share a document with all employees, you can do the following:
-
Navigate to the My Folders tab in Documents.
-
In the upper-right corner. click + Add > Add Folder.
Adding a shared folder
-
In the Add Folder dialogue, enter the Name and (optional) Description of the new folder.
-
Select the required Audience and set up access permissions to the folder. You can repeat this step to set up permissions for multiple audiences.
Setting up permissions for a shared folder
-
Click Save.
The new folder that is shared with only the required employees is created.
-
Navigate to the new folder and upload documents to it.
The documents are shared only with employees who have access to the folder.
Detailed information
Employee profile management | Expense reimbursement |
Comments
Please sign in to leave a comment.