Employee documents storage in AllPay

Objectives:

AllPay from AllianceHCM is perfectly suited to be your company's system of record, which means it can act as the centralized database for anything related to HR and payroll, including documents. With AllPay, you can save documents onto an employee's record and easily manage them, which helps you with compliance and organizational goals.

Learn how to manage documents in AllPay with this guide.

What's in this article?

Instructions for how to manage documents on an employee's record in AllPay, including how to download, replace, combine, and export existing documents as well as how to upload and add a new document.

💡Good to know: The HR module's Documents page is a flexible place to add all sorts of files to an employee's record, and there are also other pages in AllPay that can be useful for specific files. For example, under the HR menu you can also find the Certification, Commendations, License, and Photo pages. Consider using those pages in addition to the Documents page for a comprehensive approach to storing documents and files in AllPay.

AllianceHCM tips: Keep an eye out for tips from our experts!

Employee documents storage in AllPay

1. Log into AllPay. From the dashboard, hover over the HR menu to open it and from the HR column select Documents.
2. Use the filters at the top of the Documents page to select an employee. On an employee's Documents tab, you'll see all of the documents uploaded to their record. Documents can include PDFs, JPGs, PNGs, PPTs, or other files.
3. Download a document by clicking on the linked file name in the Doc File Name column.
4. Add a new document by clicking on the Add New button at the top right of the Employee Documents table. In the Doc Type section below the table, select the Document Type, select an Expiration Date if needed, and fill out other fields as needed. When you've completed the fields you need, click on the Upload Document button.
5. A new Doc Type window will pop up. Click on the Choose File button, and use then select your file and click on the Open button.
6. When your file is showing as selected on the Doc Type pop-up, click on the Save button. Then you'll see the file showing in the Doc Type section.
7. Click on Save in the top right of the Employee Documents table.
   AllianceHCM tip: You can replace a file be selecting the document from the Employee Documents table and then clicking on the Upload Document button in the Doc Type section. Once you select and save a new file, it will automatically replace the former version of the file.
8. Select documents from the Employee Documents table to export them, download them, or combine them into a single file, using the buttons at the top right of the table.

From the dashboard, select Documents from the HR menu

Download a document by clicking on the hyperlinked Doc File Name

To add a new document, click on the Add New button

Fill out the Doc Type fields and then click on the Upload Document button

Click on the Choose File button, navigate to select and open your file, and then click on the Save button

Click on Save

To replace an existing document, select it from the Employee Documents table and then click on the Upload Document button

Use the buttons at the top of the Employee Documents table to download, combine, or export documents