Upload and download employee documents

Updated in September - 2024 | Subscribe to watch greytHR how-to video

Employee documents refer to any paperwork or digital files that are related to an employee and are required to be stored by the employer for compliance or other reasons. By maintaining accurate and up-to-date employee documents, employers can ensure compliance with applicable laws and regulations, and have a centralized location to store and manage employee information.

The Employee Documents page in the greytHR Admin portal helps you to view, download, and upload employee documents. The page categorizes the employee documents under the Letters, Payslip, Form 16, Company Policies, and Forms tabs. The Company Policies and Forms tabs allows you to preview the policies and forms.

You can also decide which documents to publish to the employees and which to keep confidential.

To view the Employee Documents page, click Employee > Information > Employee Documents.

You can perform the following actions on the Employee Documents page:

1. Add employee documents.

2. Edit employee documents.

3. Delete employee documents.

4. Publish/Unpublish employee documents.

Add employee documents

To add a document for an employee, perform the following actions:

1. On the Employee Documents page, from the Search Employee search box, enter the name or number of the employee for whom you want to add the documents. A list of documents appears.

2. Click the Add Documents button to add a new document. A form appears.

3. In the Document Name text box, enter the name of the document.

4. From the Category dropdown list, select the relevant category.

   Note: To add/edit a category, click the Edit icon next to the Category dropdown list. Enter the relevant details. Click Save to add/edit the details.

5. In the Description field, enter the description, if any.

6. In the File section, click the Upload File. The dialog box opens.

7. Browse and select the required file and click Open to upload the selected file.

   Note: You can only upload the files in PDF, XLS, XLSX, DOC, DOCX, TXT, PPT, PPTX, GIF, JPG, and PNG formats.
   Note: Click the Delete icon against the selected file to delete the selected document.

8. Select the Publish to Employee Portal checkbox to share documents with the selected employee in his/her ESS portal.

   Note: To restrict the employees from viewing the uploaded documents in their ESS portal, uncheck the Publish to Employee Portal checkbox.

9. Click Submit to complete uploading the selected document. The submitted document details appear on the Employee Document page.

Note: To add another document in the same form, click Submit & Add Another.

Edit employee documents

To edit employee documents, perform the following actions:

1. On the Employee Documents page, from the Search Employee search box, enter the name or number of the employee for whom you want to edit the documents. A list of documents submitted by the selected employee appears.

2. Select the required document card.

3. Click the Edit icon on the selected document card. The form appears.

4. Update the relevant details.

5. Click Submit to modify the document.

Delete employee documents

To delete employee documents, perform the following actions:

1. On the Employee Documents page, from the Search Employee search box, enter the name or number of the employee whose documents you want to delete.
   A list of documents available for the selected employee appears.

2. Click the required document card.

3. Click the Delete icon on the selected document card. The Delete pop-up appears.

4. Click Confirm to delete the document.

Publish/Unpublish employee documents

To unpublish the employee documents, perform the following actions:

1. On the Employee Documents page, from the Search Employee search box, enter the name or number of the employee for whom you want to publish/unpublish the documents. A list of documents appears.

2. Select the required document card.

3. Click the Edit icon on the selected document card. The form appears.

4. Select/deselect the Publish to Employee Portal checkbox to publish/unpublish the documents in the selected employee’s ESS portal.

5. Click Submit to publish/unpublish the document.

Other related links:

• Upload employee documents in bulk

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