Employee documents are securely stored and easily retrieved via the Electronic Filing Cabinet. Filter results by job title, date range, location and hiring manager, status, social security number, employee email, or search for employees by name. Review, download, or print employee documents from the viewing screen. Additional documents can be uploaded and stored to an employee’s profile and employment information, such as when salary is updated using the action icons.
Webinar about the Electronic Filing Cabinet
Check out our 9@9 webinar recording that provides some tips and info about the electronic filing cabinet.
You can also view other 9@9 webinar recordings and sign up for future webinars here.
Filtering
From the Electronic Filing Cabinet, you can filter based on:
- First Name
- Last Name
- Username
- Location - For more information about Locations, refer to the following article.
- Job Title - For more information about Job Titles, refer to the following article.
- Hiring Manager - Will list all Administrators and Hiring Managers, active or deleted (will not list Kiosk Users). For more information about Users, refer to the following article.
- Status - Filter based on Incomplete, Complete, and/or Terminated status.
- Date From & Date To - Filter based on the date range of the hire date.
- SSN
Employee Table
The table shows columns for:
- Full Name
- Status
- Job Title
- Location
- Hire Date
- Assigned To
- Document Type
Reviewing Employee Information
Clicking the name of the employee under the "Full Name" column will show a summary of the new hire's personal information, emergency contact, tax information, i9 information, information relating to government documents, and custom fields.
Clicking "Print" will let you print the new hire's inforamtion.
Document Type
The document type helps organize/filters your employee's documents and lets you select the document to open for reviewing or deleting. There are some default document like government documents such as I9 or W4s. If you need to add your own document types, you can refer to Complete Guide to Policies for Onboarding
Exporting Documents
Export Documents lets you export all the documents of a specific type. Doing so will let you download a zip file containing all the selected file types.
- Click Export Documents.
- Select the document/form type.
- Click Download.
Electronic Filing Cabinet Actions Menu
Depending on the employees status (Incomplete, Complete, or Terminated) the Actions menu can differ.
Actions for an Incomplete Employee
Clicking the "..." button under the Action column for an "Incomplete" employee will let you:
- Open Document
- Delete Document
- Update Pay Rate
- Disable Incomplete New Hire
- Upload Document
- Add/Edit Comment
- Send Reset Password Email
- Change Password
Actions for a Complete Employee
Clicking the "..." button under the Action column for a "Complete" employee will let you:
- Open Document
- Delete Document
- Update Pay Rate
- Terminate Employee
- Upload Document
- Add/Edit Comment
- Rehire Employee
Actions for a Terminated Employee
Clicking the "..." button under the Action column for a "Terminated" employee will let you:
Actions
Open Document
After selecting a document type from the drop-down menu, you can open the document for further review. This will open a new tab/window for the document. In the example below, we have opened the policy summary document.
Delete Document
The option to delete a document is only available for documents that have been uploaded by administrators/managers. Documents filled in by the new hire while going through their paperwork cannot be deleted.
Update Pay Rate
Update the pay type (hourly or salary) and/or pay amount for an employee.
Disable Incomplete New Hire
Disable a new hire that is going through their paperwork and prevents them from logging in to the Onboarding website. May be necessary if a new hire has started their paperwork, but did not pursue employment with the company.
Terminate Employee
Terminate an employee if they are no longer with the company by specifying the terminated date. The documents associated with the terminated employee will be preserved in the Electronic Filing Cabinet.
Upload Document
Upload additional documents for an employee such as certification documents, licenses, etc. and select the type of document that is being uploaded. If the needed document type is missing, you can refer to the following article for assistance with adding a new document type: Complete Guide to Policies for Onboarding
Add/Edit Comment
Add an internal comment to the employee. Clicking the "..." button in the Action column will let you edit or delete a comment.
Rehire Employee
Rehiring an employee allows you to update any necessary information such as the email, pay rate, etc. The employee will appear in the "Incomplete New Hires" list so they can begin their new hire paperwork.
Send Reset Password Email
Sends a "Password Reset" email to the new hire. This should only be done if the new hire has provided a valid email address. If the new hire did not provide a valid email, such as when using Kiosk Mode, the manager will need to change their password for them. In the event that the new hire is unable to locate the email, the new hire should check their spam/clutter emails for emails sent by <donotreply@birddoghr.com>
Change Password
Allows the administrator to change the password for a new hire. This is useful for administrators that need to update the password for a new hire that did not provide a valid email, such as if they had used the Kiosk Mode.
