Summary
This article will show you how to upload a new document, adding it to the Onboard/CyberHire system so that it can be viewed and approved by workers.
You will want to do this with onboarding paperwork (such as an employee handbook, insurance waivers, and work agreements). You may also want to do this with updated or additional documents you wish to send out.
Note: Documents are any kind of document (in PDF format) that payroll company admins or end client (employer) admins can add to the system. A common example of a document is an employee handbook.
Note: Documents can be approved by employees (signed-off on) but not edited (filled-in). If instead of a static document, you would like to create a fillable document: See this article for uploading Fillable Documents
Walk-Through
1. As an admin, this is also a tab in your navigation called "Documents" (on the left hand side) where you can see the status of any documents someone has added to the organization.
2. After navigating to the Documents tab, simply hit the button that says "Add Document."
Note: If you don't see the Documents tab, ask your company to change your permissions so that you are an admin.
3. Now you will select the PDF you want to upload.
Note: Any document you upload needs to be a PDF.
a) Description: This can be very useful to you in the future so you know what specific document it is. For example, if you have a year associated with the document or a version, we recommend you add this data here when you upload your PDF.
b) Who it displays to ("Worker Role Display"): You can display this to employees, contract workers, or BOTH employees and contract workers. For example, a new onboarding employee will see documents for "employees" and "both" during their onboarding process. These documents are shown after they review their government-related paperwork.
Note: When inviting a new worker you may specifically choose not to send any or all available documents to that worker. So when a document is listed as displayed to "employees," it will default to display (to all newly invited employees), but exceptions can be made.
c) Visibility: You have two options here, and you have to select one. You can select "Visible during onboarding" which means it requires a worker to see document during onboarding (signature not required).
Or, you can select "Visible & e-signature required" and that will requires worker to review and e-sign document (and it will show that e-signature then on an addendum). The difference is in whether or not you want people to sign-off on something they reviewed.
4. Once you select all the information for your document, you can hit "Add Document" in the bottom right hand corner. Now this document will be viewable to users (based on the permissions you set) as they are invited to the platform.
NOTE: If you no longer want a Document to show to any kind of worker or if you made a mistake on uploading a certain document, hit the "Edit" button next to the document and then hit the "Deactivate" button to no longer send that out to any workers. Existing workers who have already viewed it and/or signed it will still have it in their portal, but no new workers will ever see that archived document once you have made it inactive/archived it. You can also find this on the Documents tab.
Next steps would be either:
1) Assigning this document to a current user (article here)
2) Sending this document out with the onboarding paperwork for a new user (article here)