Documents Tab
- 12 Jul 2024
- 8 Minutes to read
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Documents Tab
- Updated on 12 Jul 2024
- 8 Minutes to read
- Print
- DarkLight
- PDF
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This tab is only displayed if Workforce Payroll is enabled and the employee has already been onboarded to payroll.
Documents Tab Overview
The Documents tab is displayed on an Employee Record after that employee has been onboarded to payroll. This tab is used to store documents associated with the employee. Documents are viewable and uploadable per payroll company.
When the employee is onboarded to payroll, this tab will automatically be populated with a Signed Documents folder.
When an employee completes or updates their tax forms in the My Pay section of the R365 Mobile App, a printable version with the employee's electronic signature is uploaded to the Documents tab of their Employee Record. In order for an employee's payments to be calculated, the employee must complete tax forms for all tax jurisdictions associated with their home address and work address.
The Signed Documents folder contains all documents that the employee has been requested to sign; these will be accessible and downloadable by the employee. The employee will be prompted to sign these documents in the My Pay section of the R365 Mobile App. If the employee is unable to electronically sign a document, an admin user can verify that they have seen the signed document and upload it. All documents in the Signed Documents folder can be downloaded by the employee through My Pay. Learn more about managing signed documents here.
When Onboarding I-9s is enabled, an I-9 form will be automatically added to the Signed Documents folder when an employee is onboarded to payroll. Completing the signature request for the I-9 form requires that both the employee and employer sign the form. When edited, users can update all potions of the I-9 form, unlike other signed documents where only the signature and uploaded support documents can be updated. Learn more about completing and updating I-9 forms.
Documents Tab Buttons and Fields
Button/Field | Description | |
|---|---|---|
 | Company Menu | Indicates which legal entity documents are currently displayed for. Click to open the drop-down menu of all legal entities available. |
 | Navigation Menu | Lists the current folder being viewed and path to that folder. Click a folder name to navigate to it. |
 | New File | Click to select a file for upload.
Files can also be uploaded by dragging and dropping onto the list.  |
 | Action Menu | Contains the following actions: 
Move - Moves the selected documents or folders to a different folder.
Delete - Deletes the selected documents or folders.
|
 | Search | Filters the Documents grid for the entered text. |
 | Smart Grid Controls | Users can perform the following actions:
Learn more about working with Smart Grids here. |
 | Bulk Select | Click to select the file or folder. Selecting one or more files or folders will activate the Delete and Move options in the Actions menu (#4). |
 | File or Folder | Details for the file or folder: Name - Name and icon for the file or folder. Created On - Date file or folder was created. Created By - User who created the file or folder. Status - Status of the document in the Signed Documents folder.
Click the row to open the file or folder. |
 | File/Folder Menu | Contains the following options, based on whether the item is a file or a folder: Files
|
- Filter column information.
- Rearrange table columns.Document Details
The Documents Details sidesheet shows basic information and a preview of an uploaded document.
Button/Field | Description | |
|---|---|---|
| Navigation Menu | Lists the current folder being viewed and path to that folder. Click a folder name to navigate to it. |
| File Name | Name of the document. |
 | Created On | Date document was uploaded. |
 | Signature Timestamp/Status | Indicates if the signature request for a document in the Signed Documents folder is complete.
|
 | Preview | Preview of the uploaded document.
|
 | Download/Edit Button | When a document does not have a signature request, 'Download' is displayed. Click to download the document. |
 | Actions Menu | Contains the following options:
Cancel - Click to cancel the signature request for the document. Canceling the signature request removes it from the Signed Documents folder, and the employee will no longer be prompted to sign the document.
|
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Signed Documents
When an employee is onboarded to payroll, a Signed Documents folder will be added to their Employee Record that contains all documents that the employee has been requested to sign. The employee will be prompted to sign these documents in the My Pay section of the R365 Mobile App.
The Signed Documents folder is locked, and cannot be renamed, moved, or deleted.
If an employee is unable to electronically sign a document, an admin user can acknowledge that they have seen the signed document and complete the signature request.
Edit Form Window
For I-9s and signed documents where the signature is incomplete or the employee signature was completed by an admin, the Edit Form button is displayed on the Details sidesheet.
When the Edit Form button is clicked, the user can view or complete the admin acknowledgment of the employee's signature and upload/download supporting documentation.
For I-9 forms, the entire form is editable and this confirmation is not displayed. Learn more about editing I-9s here.
Button/Field | Description | |
|---|---|---|
| Signature Status/Timestamp | Indicates if the signature request for the document is complete.
|
| Admin Signature Acknowledgement | When checked, an admin user acknowledged that they have seen a hard copy of the signed document.
|
| Upload Attachments Button | Click to upload attachments.
|
 | Attachments | File(s) that has been uploaded to support the signed document. |
 | Download Button | Click to download the associated attachment. |
 | Remove Button | Click to remove the associated attachment. |
Adding Additional Signed Documents
Manually adding a file to the Signed Documents folder will make that file accessible by the employee via My Pay, but will not add a signature request to the file.
Additional documents that require employee signatures can be added to the Signed Documents folder on Employee Records by adding the document to the Signed Documents folder on the Documents page and configuring a signature request.
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