JC Documents/Assignments Overview

Types of Documents

There are several different types of documents within the system, each serving a specific purpose:

1. Company Documents – Found in the Document Manager under HR in the navigation menu.
2. Employee Documents – Found in the employee’s profile under Payroll in the navigation menu.
3. Confidential Employee Documents – Located next to Employee Documents in the employee’s profile.
4. Secure Company Files – Located on the Secure File Transfer page under HR in the navigation menu.

Employee Documents

• Employee Documents belong to or are associated with an employee and can be managed by the employee.
• Employees manage these documents on their My Documents page under HR in the navigation.
• Admins can view and manage these documents in the employee’s profile.

• Documents uploaded during onboarding appear here.

  Protecting a Document:

  • If an admin protects a document, the employee cannot edit or delete it.
  • If an employee protects a document, admins cannot edit or delete it.
  • Only the user who protected the document can unprotect it (i.e., admins can unprotect admin-protected documents, employees can unprotect employee-protected documents).

Confidential Employee Documents

• These are similar to Employee Documents, but employees cannot view or edit them.
• Used for documents like employee reviews, write-ups, or other records that should not be accessible to the employee.
• Unless an employee has access to view their own employee record, they will not see these documents or even their existence.

Company Documents

• Used for storing company-wide materials such as handbooks, policies, and other important documents.
• Can be assigned to employees for acknowledgment.
• Appear in the Reading Assignments section when creating a new onboarding user.

Secure Company Files

• Used for securely sharing documents with Journey Staff and other company admins.
• Managed from the Secure File Transfer page.
• These documents cannot be assigned to employees and are not associated with employees.

Assignments

Assignments ensure that employees acknowledge a document. You can create assignments in the Document Manager by clicking Assign on a Company Document.

Acknowledgment Types:

• View Only: Employees must click View for the assignment to be recorded as complete.
• Acknowledge: Employees must click Acknowledge (available after clicking View).
• Sign: Employees must fill out a signature form (available after clicking View).

Assignment Process:

1. Select the acknowledgment type.
2. Choose employees or groups to complete the assignment.
3. Employees complete assignments in My Assignments, located at the bottom of their My Documents page.
4. Modify an assignment after creation by locating it in the Assignments section of the Document Manager.
5. View a complete list of assigned employees and their completion status.

Important Notes:

• Deleting Documents: Deleting a document will also delete any associated assignments and all acknowledgments.
• Deleting Assignments: Deleting an assignment removes all acknowledgments.
• Viewing Employee Assignments: Navigate to an employee’s profile under Assignments to view all assignments assigned to them.

Outstanding Assignments Dashboard Widget

The dashboard includes a widget that provides an overview of assignments:

• Assignments Number: Total number of assignments (complete or incomplete).
• Acknowledgements Number: Total expected acknowledgments, whether complete or not.
• Incomplete Acknowledgements Number: Total number of incomplete acknowledgments.

This guide ensures you understand how to manage documents efficiently within the system.