Introduction
After a document has been sent, it is important to ensure that employees review and complete the document within a timely fashion. Being able to monitor the progress and completion of documents that have been sent is an important piece to effective Document Management.
To view the history and status of documents that have been sent, navigate the Document Share section within the ESS Admin Tool, located within the Actions tab.
Each document that has been sent will show here with a completion status for all recipients that the document was sent to. Each document that has been sent will also feature a "View Results" button that offers Users the ability view the recipients of the document, their completion status and download the completed document.
The review screen will display the names of the employees the document was sent to, along with the completion status for each employee.
There are three possible statuses that an employee could have:
- Completed = All fields on the document have been completed.
- Waiting Signature = The document has been signed by the employee and is awaiting signature from the employer. This is only applicable if the document was digitized with a Signing Order.
- Pending = The document has not been completed.
Along the top of this screen, there are filters that can be used to filter the list of names by completion status. There is also a search bar to manually search for employees.
If an employee who received the document does not have an email on file within their Employee Profile, it will display “Missing email address”, indicating that the employee did not receive the document in the first place.
Along the top of this screen are buttons for “Send Reminder” and “Cancel Pending”. If employees are taking too long to complete the document, clicking Send Reminder will notify the recipients again that action is required. If the document needs to be canceled, clicking Cancel Pending will delete the document for all employees who have not yet completed it, while leaving it intact for those who have already finished.
For each employee, there is a "View Document" button that will enable the User to view the if the document was handled correctly and download it accordingly.
View Document
After a document has been completed, viewing the document helps to ensure that it was filled out correctly. While doing so, there is the option to download or print the document as needed. This can be viewed from the Document Share screen, or individually on the Employee's Profile as well.
Ultimately, this screen offers a comprehensive overview of document recipients and their completion status. It also allows for effective document management after sending, including the ability to send reminders or cancel the document if needed. These features ensure that the document is promptly attended to.