Document administration

This article helps you, as a platform admin, to get started with requesting employees for documents, uploading and managing employee documents, and sharing documents.

Detailed information

This article contains the following information:

• How to request employees for their documents
  
  • How to create a document type
  • How to mark a document as required
  • How to remind employees of upcoming document expiry dates
• How to add documents for employees on their behalf
  • How to upload required documents on behalf of employees
• Understanding document approval
• How to share documents globally or with specific employees
  • How to create a default folder structure

How to request employees for their documents

To request employees to share their personal documents, do the following:

1. Create document types on the platform for each document you need to collect
2. Mark critical document types as required to indicate to employees that they must provide them
3. Proactively remind employees of impending document expiry to keep organizational records current

How to create a document type

Document types represent the different documents of employees that your organization wants to collect to keep records or comply with laws and standards.

You can create a document type from your business settings. Do the following:

1. In the sidebar, in the Business section, click Settings.

   

   Navigating to your business settings

2. Go to Documents > Document types.

3. In the upper-left corner, click + Add document type.

   

   Adding a document type

4. Enter the following details:

   Field	Description
   Title	Enter the name of the document.
   Scanning template	Select the template used to scan the uploaded document, extract information, and auto-populate document details. Yomly has built-in templates for passports, UAE residence visas, and identity cards.
   ID Field	Select the data field (displayed in employee profiles) to which you want to link the document. Both default and custom fields are listed.
   Required	Select this checkbox to configure this document as a required document. After you enable this option, you can also restrict the requirement to only specific audiences of employees.
   Expiry date	Select this checkbox to track the document's expiry. Enabling this option lets you notify employees of the impending expiry of this document.
   Signature required	Select this checkbox to make it mandatory for employees to provide their signature when uploading this document.

   

   Configuring a document type

5. Click Save & Activate.

Detailed information

•   Creating document types

How to mark a document as required

To mark a document as required, when creating or editing the document type, select Required.

Configuring new or existing documents as required

You can also mark the document as required only for specific groups of employees. To do this, select Required and also enter the respective audiences in Audience.

Configuring a document as required for only specific audiences

You can even create a new custom audience on the go. To do this, scroll to the bottom of the Audience drop-down menu, click + Create New, and enter the required details.

Creating a new audience when configuring a new or existing document type

Detailed information

•   Configuring required documents

How to remind employees of upcoming document expiry dates

After employees upload documents of any type for which expiry tracking is enabled, you can remind them (and other employees responsible for document collection and compliance) of approaching expiry dates through auto-generated email notifications.

You can do this by creating document reminders. When viewing the document type that you want to create reminders for, do the following:

1. In the Document Reminders section, click + Add Reminder.

   

   Adding a document reminder

2. Enter the following details:

   Field	Description
   Title	Enter the name of the reminder.
   Days before expiry	Enter the number of days before the document's expiry that you want to send the reminder.
   Recipient access level	Select all the access levels that you want to send the reminder to.   Selecting Employee sends the reminder to only the employee whose document is expiring and not all employees.   Similarly, selecting Manager sends the reminder only to the employee's manager and not all employees having the MANAGER access level.   However, selecting any other access level sends the reminder to all employees having that access level.

   

   Configuring a document reminder

3. Click Save.

Viewing document reminders when viewing a document type's details

Detailed information

•   Adding document reminders

How to add documents for employees on their behalf

You can upload documents on behalf of employees from the Documents tab on their profiles.

The Documents tab lets you access My Folders tabs of employees. This tab typically contains  personal documents of employees organized in folders, such as Required documents, General, and more.

Sample Documents tab in employee profiles

When viewing the Documents tab on an employee's profile, you can navigate to any folder and upload documents.

The following example describes the procedure to upload required documents on behalf of employees.

How to upload required documents on behalf of employees

1. In the Documents tab on an employee's profile, click Required documents to navigate to the employee's Required documents folder.

   

   Navigating to an employee's Required documents folder from the Documents tab in their profile

2. Click any missing required document.

   

   Adding a required document on behalf of an employee

3. In the Upload New File dialogue, upload the document. To do this, use drag-and-drop or click the box to browse and select the document manually.

4. Click Upload.

   

   Uploading a required document on behalf of an employee

   If the document type has a scanning template configured, information that needs to be recorded for the document type is automatically extracted if the uploaded file is clear enough for OCR. You can then validate, edit, and enter additional information.

5. Validate the important information recorded from the uploaded file.

   

   Validating data extracted from a document

6. Click Save.

The document is uploaded and is no longer marked as missing in the employee's Required documents folder.

Sample view of an employee's Required documents folder after uploading a missing document

Understanding document approval

The initial status of all documents uploaded to the platform is Pending. This means that the documents are pending for verification and approval by the manager of the respective employees who uploaded them, someone from the HR team, or any other approver, depending on your organization's policies.

As a platform admin, you can approve any pending document.

You can directly approve documents at the time of uploading them on behalf of employees. To do this, when validating the details of uploaded documents, click Approve instead of Save.

Uploading and approving an employee's document

If you do not want to upload and approve the document at the same time, you can approve it later in one of the following ways:

•   Approve the document from the employee's profile

  Do the following:

  1. In the employee's Required documents folder in the Documents tab on the employee's profile, find the document that you want to approve.

  2. In the Actions column, click ... > Approve.

     

•   Approve the document from Tasks

  As a platform admin, you can review all pending tasks in the organization, including tasks assigned to other employees, from Tasks.

  In Tasks, the Documents tab consolidates information about all pending tasks related to documents. This includes notifications about missing and expired documents, reminders of upcoming document expiry, and documents pending for approval.

  To approve a pending document, do the following:

  1. In the Documents tab in Tasks, find the task related to approving the pending document.

  2. In the Action column, click Respond.

  3. In the dialogue, click Approve.

  

  Approving documents of employees from Tasks

How to share documents globally or with specific employees

As a platform admin, you can share documents with employees in your organization in the following ways:

•   Share documents globally with all employees

  For example, you can share documents like HR policies with all employees in your organization.

  To do this, upload the documents to your Shared documents folder (in the Shared With Me tab).

•   Share documents with specific audiences of employees using folders

  For example, you can share documents related to a specific project with only the employees working on that project.

  To do this, upload the documents to a folder (in your My Folders tab) that only the required audiences can access.

Detailed information

How to create a default folder structure

As a platform admin, you can create a default folder structure for your business based on your organization's custom requirements. The default folder structure that you create will be available in Documents in addition to the auto-generated system folders.

Employees in your organization can use this default folder structure, which already has permissions configured for different audiences, to quickly and conveniently share documents with other employees.

You can create a default folder structure by customizing the Default Document folders preference from your business settings.

Sample view of the Default Document folder preference in business settings

When customizing this preference, you can do the following:

• Create a collection of default folders, of which each folder has up to one level of subfolders

• Set up ownership for each folder and subfolder. You can assign ownership to the business proxy user or the respective employees themselves

• Share each folder and subfolder with the required audiences. You can configure permissions for each audience to provide them with the required access with fine-grained control.

• Create this default folder structure for all new employees instantly. Optionally, you can also create the default folder structure for existing employees during the (pre-scheduled) overnight maintenance for your business.

Detailed information

•   Creating a default folder structure for your business