This release introduces the ability to assign categories and tags to documents within an employee’s profile. Users can now organize and classify documents for easier searching, filtering, and reporting. This enhancement improves document management, making it faster to locate specific files and maintain structured employee records.

This release introduces document categorization and tagging for employee profiles in Core HR. HR administrators can now assign predefined categories and custom tags to employee documents, automate categorization for compliance-related forms, and import/export document metadata. These enhancements improve organization, searchability, and compliance tracking for employee records.

Enhancements

1. Automatic Categorization for Compliance Documents
   • I-9, Federal W-4, and State W-4 documents added via the Onboarding module are automatically assigned to the correct category.
   • No manual selection is required at the time of upload.
   • Categories are visible in the employee document table and reporting interfaces.
   • If the system cannot confidently identify a document type, no category is applied.
   • Users with appropriate permissions can edit or remove auto-assigned categories.
   • Audit logs track when documents are categorized and by whom.
2. Predefined Document Categories
   • Default system categories available to all customers:
     • I-9, Federal W-4, State W-4, General HR Document, Other, Paystubs, W2, Compensation, Job Application, Certification
   • Categories are available for: document upload, bulk operations, and workflow steps.
   • Categories cannot be deleted or renamed, but can be removed from individual documents.
   • New and existing companies automatically receive these categories.
3. Custom Tags for Employee Documents
   • Admins can create, edit, and archive custom tags via Setup > Setup Properties > Field Value Setup.
   • Multiple tags can be applied to a single document.
   • Inactive tags no longer appear for selection but remain visible on previously tagged documents.
   • Tag assignment supports dropdown search/autocomplete and multi-select.
   • Audit logs track tag changes for compliance.
4. Manual Category & Tag Assignment
   • Users with permission can assign categories and tags during document upload or edit.
   • Only existing categories/tags can be assigned; duplicate tags are prevented.
   • Assigned categories and tags are visible in the document list.
   • All changes are audited for compliance.
   • Default:
     
   • Document has been uploaded, and a category and two tags have been selected:
     
5. Workflow-Based Categorization & Tagging
   • Admins can configure workflow steps to automatically apply a category and/or tags when documents are uploaded.
   • Workflow configuration respects user permissions and maintains audit logs.
   • Editing a workflow step updates future submissions only; past uploads remain unchanged.
6. Document Import & Export
   • Export: CSV/Excel export of document metadata including employee identifiers, document name, category, and tags.
     1. Supports multiple tags per document (pipe-delimited).
     2. Audit logs track who performed the export, timestamp, and number of records.
   • Import: Bulk import via standardized CSV template with validation for categories and tags.
     1. Employee matching via Employee ID or SSN.
     2. Errors for missing or invalid categories/tags are returned with detailed messages.
     3. Duplicate document handling is clearly defined; audit logs track import activity.
7. Enhanced Search & Filtering
   • Employee document lists now support filtering by category, tags, date, and keywords.
   • Multi-select filters allow combination of categories and tags.
   • Filter selections persist across navigation within the document area.
   • Search results to load efficiently for typical data sets.