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 <b><i>HR Resource Types</i></b>&nbsp;<span><span>documents such as policies and handbooks that are shared with all staff in your organisation.&nbsp;</span></span><span><span><br><br>First step is to open the <b><i>Cog icon</i></b><i></i> and click on <b><i>HR Resource Types.</i></b></span></span>

To add a new HR Resource Type click <span class=""><i><b>Add HR Resource Type</b></i></span>

This brings you to the&nbsp;<b><i>Add Term Page.</i></b><i></i><br><br>Enter the&nbsp;<span><i><b>Name</b></i>&nbsp;of the resource type.</span><br>

<span>Enter a brief or detailed <b><i>Description</i></b> of the resource type.</span><br>

Click <span class=""><i><b>Save.</b></i></span>

After saving, the message&nbsp;<span class=""><i><b>Created new term Policy Document</b></i> is displayed.</span>

The next step is to upload the document, so that staff can download it for perusal.<br><br>From the&nbsp;<i><b>Cog icon</b></i> click on&nbsp;<b><i>Manage HR Resources.</i></b>

Click on&nbsp;<span><i><b>Add content</b></i>&nbsp;to create a new&nbsp;<b><i>HR Document</i></b>.</span><br>

Fill in the&nbsp;<span><i><b>Title</b></i>&nbsp;of the document for upload.</span><br>

Click on the drop down arrow to choose the&nbsp;<span><i><b>Resource Type.</b></i></span><br>

For this tutorial, the <b><i>Resource Type</i></b> is <b><i>Policy Document</i></b>.<br><br>Click to choose&nbsp;<span class=""><i><b>Policy Document.</b></i></span>

Fill in a&nbsp;<b>S</b><i><b>hort description</b></i>&nbsp;of the document.<br>

Click on&nbsp;<span><i><b>Choose file&nbsp;</b>to upload the document.</i></span><br>

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


Uploaded document is displayed in&nbsp;<b><i>blue text</i></b>.<br>

Enter a&nbsp;<i><b>D</b></i><b><i>escription</i></b>&nbsp;for the document&nbsp;<i></i>which can be used as the label of the link to the file.<br>

You can decide to preview the document before saving it<b><i>.</i></b><br><br>Click&nbsp;<b><i>Preview.</i></b><br>

You can&nbsp;<b><i>Preview</i></b><i></i>&nbsp;the&nbsp;<b><i>Trimmed version</i></b>&nbsp;or&nbsp;<b><i>Full version&nbsp;</i></b><i></i>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&nbsp;<span><i><b>Save.</b></i><br><br>Click&nbsp;<b><i>Save</i></b></span><br>

The message&nbsp;<b>HR documents&nbsp;<i>&lt;document name&gt;</i></b>&nbsp;<b>has been created</b>&nbsp;is displayed with all the details of the document.<br>

To check if the document has been uploaded to the&nbsp;<b><i>Content Page</i></b><i></i> and published for staff download.<b><i><br></i></b>Go to the <b><i>Cog icon</i></b> and click on&nbsp;<b><i>Manage HR Resources.</i></b>

The document can be edited either from the&nbsp;<b><i>Content Page </i></b>or immediately after creation<b>.<br></b><br>After you have created the document, to edit from this page, click&nbsp;<span class=""><i><b>Edit.</b></i></span>

On the&nbsp;<b><i>Edit HR documents &lt;name&gt;</i></b><i></i>&nbsp;page,&nbsp;you can delete or fill in a few details.<br>

Click&nbsp;<i><b>Save</b>&nbsp;to update the changes made.</i><br>

The message&nbsp;<b>HR documents<i>&nbsp;&lt;document name&gt; has been updated</i></b><i></i>&nbsp;is displayed.<b><br><br></b><i></i><b>Updated</b><i>&nbsp;is also displayed in colour red next to the document.</i><br>

To delete any document that the organisation no longer needs, go to the&nbsp;<b><i>Cog icon</i></b><i></i>&nbsp;and click on&nbsp;<b><i>Manage HR Resource.&nbsp;</i></b><i></i>Here, you can see the list of all uploaded HR documents on the Content Page.<br><br>Click&nbsp;<b><i>delete.</i></b>

The message&nbsp;<span><i><b>Are you sure you want to delete the document?</b></i>&nbsp;is displayed.<br><br>You have the option to&nbsp;<b><i>Cancel</i></b><i></i>&nbsp;the action or proceed to delete. For this example, click&nbsp;<b><i>Cancel.</i></b></span><br>

The screen automatically takes you back to the&nbsp;<b><i>Content Page</i></b>.<br>

OR to proceed with the delete action, click&nbsp;<span><i><b>Delete </b></i>after the<i><b>&nbsp;</b></i></span>message&nbsp;<span><i><b>Are you sure you want to delete the document?</b></i>&nbsp;is displayed.&nbsp;<br></span><br>

The message&nbsp;<b>HR documents<i>&nbsp;&lt;name of document&gt;&nbsp;</i>has been deleted</b>&nbsp;is displayed and notice the document has automatically disappeared from the list on the Content Page.&nbsp;<br>

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&nbsp;download&nbsp;the ones they would like to look at.<br><br>Click on&nbsp;<b><i>HR Resources.</i></b>

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

Enter the <b><i>Keyword</i></b><i></i> and click on <b><i>Filter</i></b><i></i>.&nbsp;For this tutorial, <b><i>Keyword</i></b><i></i> is Maternity.

OR click the drop down arrow to choose the HR Resource type.&nbsp;<br>

For this tutorial, click on&nbsp;<b><i>Policy Document</i></b><i></i>.

Click <span class=""><i><b>Filter</b></i></span>

The filtered result for Policy Document is listed on the page.<br><br>For this tutorial it is<i><b>&nbsp;Maternity Leave Booklet.</b></i><br>

You can download or view the document.<br><br>Click on&nbsp;<b><i>See Resources</i></b><i></i>&nbsp;to view the document.<i><b><br></b></i><br>