Documents Tab - Standard Folders

The top-level folder of the Documents tab, as well as all manually created folders, have the same layout and functions. These folders store documents associated with the employee. Documents are viewable and uploadable per payroll company.

The 'Signed documents’ folder has different functions related to documents that the employee is required to sign. Learn more about signed documents.

The 'Work eligibility’ folder has different functions related to the employee’s I-9. Learn more about work eligibility.

In standard folders, users can:

Create folders
Rename manually created folders
Delete manually created folders
Open child folders
Move files and folders to other folders
View files
Add files
Rename manually added files
Delete manually added files

Security

Users must have the following permission(s) to view and/or edit employee documents:

Labor → Employees → Documents → View Documents
Labor → Employees → Documents → Edit Documents

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

Open the employee’s employee record, select the Documents tab, then select the desired folder.

Documents Folder Buttons and Fields

	Button/Field	Description
1	Company Menu	Indicates which legal entity documents are currently displayed for. Click to open the drop-down menu of all legal entities available.
2	Navigation Menu	Lists the current folder being viewed and the path to that folder. Click a folder name to navigate to it.
3	New File	Click to select a file for upload. Files manually added to the ‘Signed documents’ folder will not prompt the employee for a signature, but will be accessible by the employee via My Pay. Learn more about adding documents that require a signature here. Files can also be uploaded by dragging and dropping onto the list.
4	Action Menu	Contains the following actions: New Folder - Adds a folder inside of the currently displayed folder. When clicked, a popup will appear where the new folder can be named. The new folder is created when Create is clicked. New folders cannot be added to the ‘Signed documents’ folder. Move - Moves the selected documents or folders to a different folder. Move is only enabled after one or more files or folders have been selected (#7). The ‘Signed documents’ folder and the files contained in it cannot be moved. Delete - Deletes the selected documents or folders. Delete is only enabled after one or more files or folders have been selected (#7). The ‘Signed documents’ folder cannot be deleted. Deleting a folder will delete all files and folders within it.
5	Search	Filters the Documents grid for the entered text.
6	Smart Grid Controls	Users can perform the following actions: - Filter column information. - Rearrange table columns. Learn more about working with Smart Grids here.
7	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).
8	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.
9	File/Folder Menu	Contains the following options, based on whether the item is a file or a folder: Files Download - Click to download the file. Rename - Click to rename the file. Move - Click to move the file to a different folder. Delete - Click to delete the file. Activity - Click to view the changelog for the file. Folders Rename - Click to rename the folder. Move - Click to move the folder to a different folder. Delete - Click to delete the folder and all folders and files within it. The ‘Signed documents’ folder cannot be renamed, moved, or deleted.