Within Natural HR you can add documents against Employees and these are referred to as Employee Documents - this can also be done by employees themselves, if required.
By default, Employee Documents are not categorised and are simply listed as a list of all documents.
Using Employee Document Categories, you can define a standard folder structure, which is then applied to the Employee Documents for all employees.
This folder structure can also include sub-categories.
To add new Employee Document Categories you will browse to:
Administration >Company > Settings > Employee Document Categories
Click on the Add button to add a new Employee Document Category.
When adding a Document Category there are 4 fields to complete:
- Category Name - This is the name of the Document Category (or folder) and is mandatory.
- Category Description - This is a description of the Document Category for your reference and is optional.
- Parent Category - If you want this Document Category to be a Sub-Category, choose the Parent Category here. For example, the Parent Category might be "Payslips" and the Sub Category "2019".
- Access Restricted - This restricts access to the Document Category and the documents contained therein. There are 3 options:
Manager cannot view: The employee’s line manager cannot view this folder or the contents, this will be accessible by Admin, HR and the end-user employee.
Employee cannot view: The employee cannot view this folder or the contents, this will still be accessible by Admin, HR and the employee’s line manager.
Employee and manager cannot view: Neither the employee or their line manager can view this folder or the contents, this will still be accessible by admin and HR users.
These access restrictions can be used to hide the category from managers which may be useful if you want to include information such as payslips where you do not want the manager to be able to access this information.
The Employee Document Categories are shown within the employee's documents as folders at the top of the page, as shown below:
Employees Uploading Documents
By default, the option to add or move employee documents into the system and the various categories will only be to manager levels or above. This can be changed by going to -
In the 'Employee Views' section is a setting called 'Employee upload documents' where there are 3 options -
This will allow you to choose if you want to prevent employees uploading documents (No) Allow them to but the manager will need to move to a category if needed (Yes - not able to choose upload folder) or give the choice of category to the employee (Yes - able to choose upload folder)
The third option then allows the employee to choose from a list of categories which they have access to - they will not be able to see folders which they cannot access (for example, those set to employee cannot view)