-Adding a Document-

A video overview of documents:

1. Click the ‘Employees’ tab
2. Open the record of the employee you wish to add a document to.
3. Select the grey ‘Documents’ tab
4. Click on the ‘+’ icon.
5. Select ‘Upload a Document from your computer’.
6. Drag and drop the file in the box or click on ‘click here to upload’.
7. Choose Employee access and specify category.
8. You can also specify whether a digital signature is required - More on electronic signatures further down the page.
9. Click on ‘Save’. 

-Document sizes and supported file types-

  • Documents added to employee record - 10mb
  • Documents added to Company Documents - 15mb
  • Documents added via Bulk Actions - 3mb

If you have a PDF which exceeds these limits, you can use a number of online tools which will reduce the size of the document for you. Try using this utility:
https://smallpdf.com/compress-pdf 

Supported files: doc / docx / eml / jpeg / jpg / ods / odt / otp / ots / pdf / png / ppt / pptx / xls / xlsx

-Delete a Document-

  1. Locate the document in the employee record
  2. Hover over the document
  3. Click'Delete'

-Related articles-

Document templates:
http://help.peoplehr.com/documents/adding-a-document-template

To learn how to add documents from Google Drive, please see: http://help.peoplehr.com/documents/adding-docs-from-google-drive

View and sign documents as an employee:
http://help.peoplehr.com/documents/signing-a-document

Send an email, as a document, to an employee record:
http://help.peoplehr.com/documents/store-emails-on-an-employee-record-email-inbox 

-Electronic signatures-

Your staff can receive and sign company documents, such as contracts, electronically. For your business, this means much less paper and much faster administration.

Since launching this feature however, we’ve had a lot of questions such as:

  • Are electronic signatures recognised by law?
  • What sort of regulations are involved?
  • How can you verify that an electronic signature comes from the name it’s signed by?

So here’s a quick explanation on the laws surrounding Electronic Signatures, and on how the software we use complies with these laws.

The Law:
Electronic signatures are legally recognised, in accordance with The Electronic Communications Act 2000. According to this Act, Electronic Signatures carry the same legal recognition as that of a pen & paper signature.

According to the legislation, in order for an Electronic Signature to be recognised as valid, it must be:

  • Uniquely Linked to the Signatory
  • Capable of Identifying the Signatory
  • Created Using Methods that the Signatory can Maintain Under Their Sole Control

Our Software:
The People HR System provides you with Electronic Signature capabilities. People meets and exceeds all regulations as per the Electronic Communications Act 2000, and meets all of the criteria including:

  • SSL encryption on all pages
  • Detailed audit log for each signature received
  • User identification prior to documents being returned
  • Integrity of each document checked at every stage
  • IP fingerprints for every document
  • Secure document and data storage
  • Email, timestamp and geo-tracking identity verification

In other words, if you are getting company documents electronically signed via your People HR System, you can rest assured that the signatures will carry the same legal recognition as doing it with a pen and paper.

Thanks,

Customer Services Team

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