Document Management

Files / Document Management Document Management

Document Management is a premium feature of the Files module, designed to help you store and track documents in CentralReach. Document Management allows you to manage document versions, classify and organize documents, set up expiration dates, and give access to employees to view and edit document history to keep credentials up to date.

This feature increases efficiency in three main areas:

  • New Employee Onboarding: allows you to electronically store all new hire documentation, such as resumes, I-9, etc. Employees can submit required documentation based on a preconfigured onboarding template, and documents can be automatically classified based on contact labels assigned to such templates
  • Insurance Credentialing: maintains employees’ education, training, and experience credentials in CentralReach. Document Management allows you to put the task of maintaining credentials on the employees’ hands, by allowing them to upload and maintain their credential documentation in the system, and establishing expiration dates to proactively alert them when new documents need to be uploaded
  • Document Reporting: allows organizations to capture and monitor different types of data for administrative staff to identify single instances and trends over time. Users have access to the Document Management Report, where they can view all current, missing, or expired documents, and export documents when needed across multiple areas

Files / Document Management Create Document Templates

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

For example, you may want to store active employee documents in CentralReach, like I-9, direct deposit forms, a copy of car insurance, driver’s license, 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, helping you easily manage documentation in CentralReach.

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. 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
  7. 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 allow 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
  8. Repeat step 7 and add as many Document Folders as needed to the Document Template
  9. Drag and drop Document Folders to rearrange their order
  10. 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, you can 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 sales manager 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.

 

Files / Document Management View and Edit Document Templates

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’d like 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
    • Please ensure you click the save  icon when editing or adding any of the Document Folders & Types in order to save your changes
  5. Click Save Template

Dashboard / Files / Document Management Upload and Classify Documents via the Document Manager Widget

The Document Manager widget allows contacts linked to a Document Template to manage, upload, and classify files included in such templates from their Dashboard.

This feature allows your employees to upload and maintain up-to-date document versions. Users will be able to see documents in the widget if the user is included in the contact label assigned to a Document Template.

To upload a file via the Document Manager widget:

  1. Navigate to the  Dashboard module and select Home/My Dashboard
  2. Go to the Document Manager widget
  3. Expired or missing documents will be in red text
  4. Documents expiring in the next 28 days will be in black text
  5. Click the Upload link next to the document you are uploading
  6. Complete the form:
    • Name: enter the document name
    • Description: enter the document description
    • File Number: enter the file number
    • Effective Date: click to select the document effective date
    • Expiration Date: click to select the file expiration date or click the checkbox next to No expiration date, if the file doesn’t have an expiration date
  7. Drag and drop the file from your computer or device into the Drop your file here to upload box, or click Click to Select to select the file
  8. Click Begin Upload
  9. Click Close

Click here to learn how to add the Document Manager widget to My Dashboard.

Note: The Document Manager widget can be seen if your organization has purchased the Document Management premium feature through CentralReach. This widget allows you to quickly upload and classify required documents. Please contact your Customer Success Lead or open a support ticket if you would like to add this feature to your account.

Files / Document Management Classify Documents via Files

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 wish 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:
    1. Optionally, enter a File Number
    2. Click to select the file Effective Date, which is the date when the document becomes valid
    3. 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

Files / Document Management Document Management Report

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 wish 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’d like to filter
  4. All Available will be the default view, showing all 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 don’t have this Document Type uploaded to their account
  9. Click the filter  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 would like to filter in the table