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HR Resources¶

HR Admins can upload any documents or files that should be commonly available for all staff in their organisation. Examples include leave policies, first aid handbook, training manuals, appraisal templates, and expense or purchase forms.

Members of staff can download these resources from their self service portal whenever needed, without having to request them over email.

How HR Admin uploads HR Resources¶

As a CiviHR administrator, you have the access to create HR Resource Types documents such as policies and handbooks that are shared with all staff in your organisation.  First step is to open the Cog icon and click on HR Resource Types.

To add a new HR Resource Type click Add HR Resource Type

This brings you to the Add Term Page. Enter the Name of the resource type.

Enter a brief or detailed Description of the resource type.

Click Save.

After saving, the message Created new term Policy Document is displayed.

The next step is to upload the document, so that staff can download it for perusal. From the Cog icon click on Manage HR Resources.

Click on Add content to create a new HR Document.

Fill in the Title of the document for upload.

Click on the drop down arrow to choose the Resource Type.

For this tutorial, the Resource Type is Policy Document. Click to choose Policy Document.

Fill in a Short description of the document.

Click on Choose file to upload the document.

Note that the size of the file for upload must be less than 2MB, also the file types are specified.

Click Upload.

Uploaded document is displayed in blue text.

Enter a Description for the document which can be used as the label of the link to the file.

You can decide to preview the document before saving it. Click Preview.

You can Preview the Trimmed version or Full version of the uploaded document and see how it looks when viewed by a staff member.

If you are happy with the uploaded document, proceed to Save. Click Save

The message HR documents <document name> has been created is displayed with all the details of the document.

To check if the document has been uploaded to the Content Page and published for staff download. Go to the Cog icon and click on Manage HR Resources.

The document can be edited either from the Content Page or immediately after creation. After you have created the document, to edit from this page, click Edit.

On the Edit HR documents <name> page, you can delete or fill in a few details.

Click Save to update the changes made.

The message HR documents <document name> has been updated is displayed. Updated is also displayed in colour red next to the document.

To delete any document that the organisation no longer needs, go to the Cog icon and click on Manage HR Resource. Here, you can see the list of all uploaded HR documents on the Content Page. Click delete.

The message Are you sure you want to delete the document? is displayed. You have the option to Cancel the action or proceed to delete. For this example, click Cancel.

The screen automatically takes you back to the Content Page.

OR to proceed with the delete action, click Delete after the message Are you sure you want to delete the document? is displayed.

The message HR documents <name of document> has been deleted is displayed and notice the document has automatically disappeared from the list on the Content Page.

How staff accesses HR Resources¶

As a CiviHR staff, you can see and download documents such as policies and handbooks that are shared with all staff in your organisation. Staff can download the ones they would like to look at. Click on HR Resources.

This section contains documents such as policies and handbooks that are shared with all staff in your organisation. To download or view a document, you can either enter the Keywords or click the drop down arrow to choose from the resource type.

Enter the Keyword and click on Filter. For this tutorial, Keyword is Maternity.

OR click the drop down arrow to choose the HR Resource type.

For this tutorial, click on Policy Document.

Click Filter

The filtered result for Policy Document is listed on the page. For this tutorial it is Maternity Leave Booklet.

You can download or view the document. Click on See Resources to view the document.