Document Management is a feature within Empeon Workforce that allows for the easy upload, organization, and storage of important documents pertinent to your organization. Documents uploaded into Empeon Workforce are stored in the Document Library, which serves as the central hub for document storage and maintenance. The purpose of uploading documents into the Document Library is to make them available for sending, electronic signature, and/or acknowledgment by employees through their ESS Hub portal.
Uploading documents to the Document Library also facilitates the creation of Onboarding Templates and Paths, as documents must first be uploaded to the Document Library to be available for these features.
When uploading documents, if enrolled in Empeon's HR Premium Package, there is the ability to digitize documents to include specific fields where information needs to be entered by the recipient. This enables the recipient to do more than just review the document; it allows them to fill out information and electronically sign the document if needed. The ability to digitize documents streamlines how documents are shared and completed by employees by handling this process entirely online. All documents that have been shared and completed by an employee are saved Employee Profile for record-keeping purposes.
The first step in uploading documents is to build out the Document Library, which includes creating folders to categorize the documents being uploaded. For additional guidance on how to add folders with the Document Library, please refer to Empeon's article Document Library.
After establishing folders within the Document Library, the next steps are to upload documents and categorize them into these folders. This process offers the ability to digitize the document to include fields that need to be filled out. For more information on this, please refer to Empeon's article Uploading & Digitizing Documents.
After documents have been appropriately uploaded and digitized, they can then be sent to employees for review and completion. This can be handled in bulk, by sending them to multiple employees, or individually within the Employee Profile. For further guidance on how to send documents to employees, please refer to the following articles: Sending Documents to Multiple Employees and Sending Documents to Individual Employees.
Then after documents have been sent to employees, it is important for Workforce Users to be able to view progress and completion of the document. For more guidance on how manage documents that have been sent to employees, please refer to Empeon's article Viewing Completed Documents.