Introduction
The Document Share feature within the ESS Admin Tool affords the ability to be able to send documents to multiple employees at a time within the organization. In order to utilize the Document Share feature however, there must be documents already uploaded to the Document Library. Additionally, if the documents require completion or signatures by the recipients, they must be digitized when uploading them to the Document Library. For more details on uploading and digitizing documents, refer to Empeon's article Adding Documents.
Document Share
To send a document to multiple employees at a time, navigate to the ESS Admin section within the Actions tab and then select the subtab: Document Share.
This screen displays all documents that have been sent, providing a quick overview of the number of employees who have completed each document. Additionally, a blue "Share Document" button is available to initiate the process of sending out a new document.
When sending a document, the following fields are required:
- Select Document - Use the dropdown to select the document to send out. Documents listed in the dropdown come from the Document Library. If the desired document is not listed, it must first be added to the Document Library.
- Message to Employee - Adding a message is optional, but if included, the message will appear in the employee's ESS Hub Inbox notification before the document is reviewed.
- Share document with - Select which employees will receive the document. The document can be sent to "All Employees", or "Specific Employees" can be chosen based on criteria such as assigned Cost Center or Job Info.
After all fields have been handled, click "Next" to proceed to the confirmation screen, which will confirm the document being sent and display the number of employees it will be sent to. If everything appears accurate on the confirmation screen, click "Save" to officially transmit the document to its intended recipients.
The recipients of the document will then receive and email notification alerting them that a document has been sent for their review. If the document that was sent is digitized and/or requires acknowledgement from the employee, the notification within the employee's ESS Hub Inbox will display "Action Required".
For additional details on how to manager documents after they have been sent to employees, please refer to Empeon's article Managing Sent Documents.