Within HRWize, you can add documents against Employees and these are referred to as Employee Documents - this can also be done by employees themselves if required.

By default, Employee Documents are not categorized and are simply listed as a list of all documents.

Using Employee Document Categories, you can define a standard folder structure, which is then applied to all Employee Documents for all employees. This folder structure can also include subcategories.

To add a new employee document category into the system you will need to go to:

 Administration > Company > Settings > Employee document categories

Click on the 'Add' button to add a new Employee Document Category.

When adding a Document Category, there are 4 fields to complete:

• Category Name - This is the name of the Document Category (or folder) and is mandatory).
• Category Description - This is a description of the Document Category for your reference and is optional.
• Parent Category - If you want this Document Category to be Sub-Category, choose the Parent Category here. For example, the Parent Category might be "Payslips" and the Sub-Category "2019".
• Access Restricted - This restricts access to the Document Category and the documents contained therein. There are 3 options:
  • Manager cannot view: The employee's line manager cannot view this folder or the contents, this will be accessible by Admin, HR, and the end-user employee.
  • Employee cannot view: The employee cannot view this folder or the contents, this will still be accessible by Admin, HR, and the employee's line manager.
  • Employee and manager cannot view: Neither the employee nor their line manager can view this folder or the contents, this will still be accessible by admin and HR users.

These access restrictions cannot be used to hide the category from managers which may be useful for you to include information such as payslips where you do not want the manager to be able to access this information.

The Employee Document Categories are shown within the employee's documents as folders at the top of the page, as shown below:

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Employee Uploading Documents

By default, the option to add or move employee documents into the system and the various categories will only be to manager levels or above. This can be changed by going to:

Administration > Company > Settings > Display Settings

In the Employee views section, there is a setting called "Employee upload documents" displaying 3 options:

• No - Prevent employees from uploading documents
• Yes - not able to choose the upload folder - Allow them to, but the manager will need to move to a category if needed
• Yes - able to choose upload folder - Allows the employee to choose from a list of categories which they have access to - they will not be able to see folders which they cannot access (for example, those set to employee cannot view).