For documents that you only want one employee to review you would use the Employee Document Review.
For example, you can use document reviews when you want employees to sign-off on a new position you're offering them.
Create Document Type
Employee Document Review uses the Document Type of the documents in the Employee Profile to determine which documents the employee will see listed for review on the Self-Service Portal.
If you're concerned that incorrect documents will be up for review, you can create a new document type. For more information, go to Create a Document Type.
You can also set a Document Created After on the review. Only documents added to Avanti after this date will be reviewed by your employees.
Create & Setup Employee Document Review
The Employee Document Review controls what the employee sees when they are reviewing the document on the Self-Service Portal. Each Employee Document Review is customizable and can display user-defined messages before, and after, the document for review. Options to allow employee comments, and the available employee responses can also be setup now.
Web Services > Installation and Maintenance > Employee Document Review Setup.
Insert, at the bottom. The
Insert – Employee Document Review Setupform will open.
Optionto use.Comment Option
The comment option, if used, will provide a space for the employee to enter their own comments after reviewing the document. Comments will be saved with the completed employee review in the Employee Profile.Options:
None Does not allow comments to be added by employees. Comment Allows an optional comment to be entered by the employee. Comment Required Requires the employee to leave a comment after reviewing the document.
Customize Top/Bottom Message
Now we will setup the two customizable messages that the employee will see when they review the document on the Self-Service Portal.
For the example of the employment contract, the top message will be a simple statement to review the contract. The bottom message will appear above the Response Messages, and instructions for selecting an appropriate response are included in the bottom message here.
Optionally, enter the
Optionally, enter the
The Employee Document Review must be Active to be seen on the Self-Service Portal.
The Employee Document Review can optionally be setup to run for a given period of time, by select the Review Start and Review End Dates. By default Review Start Date will be set to the same day the review was created, and the Review End Date is set far into the future.
Documents available for employee review can be filtered by creation date using the Document Create After, and/or Document Create Before values. Documents have a creation date automatically added to them when they are added to the Employee Profile.
Create Employee Response Message(s)
After reviewing the document the employee must select one response from the Response Messages. A simple confirmation is all that is required for our example, but we could have setup two responses, one ‘Agree’, another ‘Disagree’, for the employee to choose from as well.
Insert. A form will open with fields to enter a message into.
Enter your response into
OK. The form will close, and the new response will appear in the
Repeat these steps for each Response Message required.
Insert – Employee Document Review Setupform will close, and the new
Document Review Setupwill appear in the
Employee Document Review Setuplist.
Add Document to Employee Profile
Each document to be reviewed by the employee must now be added to their Employee Profile. Once added, they will automatically be available for review by the employee from the Self-Service Portal.
Canadian Payroll > Employee Profile > Employee Profile.
Employeeto add a document for.
Insert, at the bottom of the Documents tab. The
Insert – Documentsform will open.
Enter the document
Select the document
Typethat was created previously.Tip:You can enter an optional document
Summaryfor the Employee Document at this point.
Attach File to Employee Document
File, by pressing the button.
From the File Explorer that open select the file to attach.
Attach the selected file to the Employee Document by pressing Open now.Note:
Datewill automatically be filled in when a file is selected.
Save Employee Document
Insert – Documentsform will close and the new document will appear in the documents list.
Self-Service Portal Example
The following is an example of what the employee will see when reviewing the document on the Self-Service Portal.
|1||Top Message is displayed here.|
|2||Preview of the attached file will be displayed inline if supported by the web browser and file type.|
|3||Bottom Message is displayed here.|
|4||The Response Messages will be displayed here.|
|5||Employee Comments can be entered here (if enabled).|