To view and edit your Document Templates:

1. Navigate to the Files module and select Document Templates
2. Your templates will be displayed
3. Click the template you want to view and/or edit
4. Edit the template title and description, add or remove contact labels, and update the Document Folders & Types, as necessary
   • Click the save  icon when editing or adding any of the Document Folders & Types, in order to save your changes
5. Click Save Template

Document Templates allow organizations and Human Resources managers to organize and track files that are required, recommended, or optional for employees and/or clients to load and maintain in CentralReach.

For example, you can store active employee documents in CentralReach, like I-9, direct deposit forms, a copy of car insurance, driver’s licenses, and establish expiration dates to certain documents, so that employees are prompted to upload updated versions. Document Templates allow you to organize, manage, and track these documents in a centralized location.

To create a Document Template:

1. Navigate to the Files module and select Document Templates
2. Click + ADD NEW on the top right corner
3. Enter a Document Template name
4. Enter an optional document template description
5. Click the checkbox  next to Lock files for editing automatically when uploaded through Document Manager Widget, to lock files and disable editing after they are uploaded via the Document Manager widget
6. Click Create Template
7. Under Document Manager Widget
   • Enter the name of any contact label you want to assign the documents included in this template to
     • This will allow users in this contact label to view the request for the documents and upload them from the Documents Manager widget in their Dashboard
8. Under Document Folders & Types
   • Click Add Document Folder, enter a folder name, and click the save   icon on the right-hand side
   • Click Add Document Type, enter the name of the document that will be included in this folder, which is the document users will upload and you will track
     • Click the drop-down and select:
       • Optional: not shown in the Document Manager widget, but allows you to classify documents via the Files module
       • Required: if users must upload this document. These will show in a red text color in the Document Manager widget when they are missing or expired, and in black text color if they are expiring in 28 days
       • Recommended: if users are not required, but are recommended to upload the document. These will show in a black text color in the Document Manager widget when they are expiring in 28 days
     • Click the save  icon on the right-hand side
     • Add as many Document Types as needed in the Document Folder
     • Drag and drop Document Types to rearrange their order
9. Repeat step 7 and add as many Document Folders as needed to the Document Template
10. Drag and drop Document Folders to rearrange their order
11. Click Save Template

Once the Document Template is created, documents can be classified under the type and folder of a template. Documents already uploaded in CentralReach can be manually classified via the Files module. Contacts to whom the Document Template is assigned to can upload and classify the documents via the Document Manager widget in their Dashboard.

After documents have been uploaded and classified, periodically review the Document Management Report to see missing or expired documents for all of the contacts assigned to a template.

Note: If you see a locked Document Manager widget section, like the image below, contact your Customer Success Lead (CSL) or open a support ticket for more information. This is a premium feature that must be enabled on your account. Even without this premium feature, however, you can still report on and manage your documents.

Once Document Templates are created in CentralReach, documents can be classified under such template via the Files module, or while the documents are uploaded via the Document Manager widget.

To classify a document via the Files module:

1. Navigate to the Files module and select All Files
2. Click the file you want to classify
3. Go to the Document Classification section
4. Click the Add Document Template drop-down and select the name of the template the file should be classified under
5. Click the Document Type drop-down and select the name of the document type the file should be classified as
6. Complete the following section:
   • Optionally, enter a File Number
   • Click to select the file Effective Date, which is the date when the document becomes valid
   • Click to enter the file Expiration Date, if you want to track expiring documents. Otherwise, click the checkbox  No Expiration Date
7. Click Save Expiration Details

Once you have created your Document Templates and the documents are classified, the Document Management Report allows you to track documents to ensure they are up-to-date, and view expired/expiring documents for all contacts linked to each of your Document Templates. To be able to access the Document Management Report, you must have the (Document Management > View Report) permission enabled.

To access the Document Management Report:

1. Navigate to the Files module and select Document Management Report
2. Click the drop-down menu on the top left corner and select the Document Template you want to audit. All contacts linked to the selected Document Template will be displayed on the table
3. Click the Contact Type drop-down and select which type of contact you want to filter
4. All Available will be the default view, showing all of the available documents uploaded for each contact
   • Click X file  within the table to view the document effective and expiration date
   • Click the document effective and expiration date to be redirected to the file
5. Click Last Updated on top of the table to view the document effective and expiration date directly on the table
   • Click the document effective and expiration date to be redirected to the file
6. The Document Folders of the template will be displayed on the top header of the table and will have the Document Types included in each folder right underneath
7. An exclamation icon will identify expired documents for a contact within the table
8. Hover over any Document Type table header, and click the icon on the right side and select:
   • Has this file to filter all contacts who have this Document Type uploaded to their account
   • Missing this file to filter all contacts who do not have this Document Type uploaded to their account
9. Click the funnel icon on the top left corner of the screen to expand the left navigation panel
   • Click the Filters tab
   • Click to expand Document Details
     • Click the drop-down Expires  and select an option to display documents expiring within the defined range on the table
     • Click the drop-down Effective Date  and select an option to display documents with the defined effective date on the table
10. Click the columns icon on the top right of the screen to select the Document Folders and Types you want to filter in the table