SweldoNow Knowledge Hub

# HR

# eDocuments User Guide

The SweldoNow eDocuments feature is a centralized digital hub for distributing, tracking, and digitally acknowledging formal company documents. It eliminates manual paper trails and provides a secure, immutable audit trail for HR compliance.

# 🔐 Access Control

Access to eDocuments is split into two primary views:

  • Admin View (HR > eDocuments): Full control to create headers, versions, and track employee responses.
  • Employee View (HR > My eDocuments): Personal view for employees to review and sign their specific documents.

Note on Permissions

All existing non-HR admin users have been granted View permissions for My eDocuments upon deployment. For employees added after this date, permissions must be granted manually via the Access Control settings.

# 📂 Categories & Types

To ensure a clean audit trail, every document is categorized:

  1. Compliance & Policy: High-priority rules (e.g., Code of Conduct, Data Privacy).
  2. Operational & Administrative: Daily directives (e.g., Holiday Notices, Schedule Changes).
  3. Disciplinary: Targeted records (e.g., NTE, Written Warnings).
  4. Announcements: Culture and news (e.g., Promotions, Event Invitations).
  5. Reporting & Feedback: Data-gathering requests.

# 🛠 For HR Admins: Managing eDocuments

# 1. Create the Document Header

  1. Navigate to HR from the left navigation bar.
  2. Click the eDocuments card.
  3. Click the + Add button.
  4. Fill in the Category, Type, and Document Title.
  5. Click OK. You will be automatically redirected to the eDocument Details page.

# 2. Create and Publish a Version

An eDocument requires a Version to be visible to employees.

  1. In the Details page, click the + Add Version button.
  2. Upload Attachment: Choose your file (PDF, Word, or Image).
  3. Set Recipients: Select between All Employees, Selected Teams, or Selected Employees.
  4. Save: The version is created in Draft status.
  5. Publish: When finalized, click the Draft status button and change it to Publish.

WARNING

While in Draft, you can edit the version. Once Published, the document is immediately pushed to the selected employees' dashboards.

# 👤 For Employees: Reviewing & Responding

# 1. Notifications

When a new document requires your attention:

  • A notification banner will appear on your My Dashboard.
  • Click "Go to My eDocuments" or navigate via HR > My eDocuments.

# 2. Providing a Response

After opening a document, you can use the Mini-Preview to read the contents. You must then select a response:

  • Acknowledge and Accept: Confirms you have read and agreed.
  • Acknowledge with Concern: Logs that you have received the document but do not agree with the terms.
  • Request Discussion: Notifies HR that you require a discussion before signing.

# 📈 Tracking Progress

HR Admins can monitor real-time status in the Versions section:

  • Real-time Grid: See exactly who has responded, their response type, and the timestamp.
  • Response Rate: Automatically calculated as employees interact with the document.
  • Revisions: To push a new version of an existing document, click + Add Version again. This maintains the Timeline View for full traceability.

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