Adding a Document
A video overview of documents
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.
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
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.
To add a document to an employees record that requires a digital signature, please follow the steps below:
1. Click on the ‘Employees’ section on the left.
2. Open the record of the employee you wish to add a document to.
3. Then select ‘Documents’ from the left inner 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.
8. You can also specify whether a digital signature is required.
9. Once the document is uploaded, you can specify a category for the document.
10. Once complete, simply click on ‘Save’ to upload the document.
11. This will send an email to the employee stating that a document has been added which requires a signature
12. You can also follow these steps within bulk actions in order to send the document out to more than one employee.
13. As an administrator, you will receive a notification when a document has been signed.
To view a your own documents in People, please follow the steps below:
- Click on the ‘Me’ tab
- Click on the ‘Documents’ section
- To view a document, hover over the document, click ‘View’ and this will download the document for you.
- Some documents may require a signature from you. In this instance, you would receive an email letting you know that there is a document to sign that has been uploaded. Once you have read the document, click on the blue ‘Pending’ button and then type your name to sign it.
- Click on ‘Sign’ and this will send an email to your HR department to confirm this.
Below are the document upload limits set within People HR:
- 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
Below are the supported file formats when uploading into People HR:
doc ,docx ,eml ,jpeg ,jpg ,ods ,odt ,otp ,ots ,pdf ,png ,ppt ,pptx ,xls ,xlsx
Adding Docs from Google Drive
You can also link any documents on Google Drive, or any Google Docs.
- Go to the ‘Documents’ tab.
- Click on the ‘+’ icon
- Select ‘Add a link’. Enter the URL to the document into the field labelled ‘URL’.
- Press ‘Save’.
Your document is now uploaded.
If you change the documents on Google Drive at all, they will be automatically updated for the next time an employee views them.
Customer Services Team