Document categorizing and tagging allow you to better organize your documents, automate categorization for compliance-related forms, improve searching, automatically categorize/tag documents uploaded in a workflow, and ensure proper document metadata when importing/exporting. This labeling feature will be utilized in additional features in the future.

Document Categories

Categories are used to organize documents, like folders, as an overall form of organization. A document will only have one category.

Document categories are pre-defined and currently offer the following by default:

• I-9
• Federal W-4
• State W-4
• General HR Document
• Other
• Paystubs
• W2
• Compensation
• Job Application
• Certification

These categories are available for document uploads, bulk operations, and workflow steps.

Categories cannot be deleted or renamed, but can be removed from individual documents.

Document Tags

Tags allow you to apply detailed labels to your documents. A document can have multiple tags applied to organize your documents for various scenarios, such as tags for urgency, timeframe, clients, etc.

Document tags can be managed from the related Field Value Setup menu.

As document tags can be customized to fit your organization's needs, there are no pre-made document tags, but you can refer to the following examples of tags you could add for a respective category:

• For I-9 & Federal/State W-4
  • Year Completed, State
• General HR Document
  • Termination/Reason, Contracts, Employee Agreements, Company Policies, Handbook, Safety Guide
• Other
  • Company Awards, Recognition, Active/Archived
• Paystubs
  • Year, Quarter, Month, If Final Paystub
• W2
  • Tax Year, Employer, Corrected, States, Status
• Compensation
  • Commission, Bonus, Stock Options
• Job Application
  • Offer Letter, Position/Role Description
• Certification
  • Type of Certification, Year Issued, Internal/External Certification, Position Requirement

Using Categories & Tags

Automatic Categorization for Compliance Documents

• I-9, Federal W-4, and State W-4 documents added via the Onboarding module are automatically assigned the appropriate category.
  • Tags cannot be automatically assigned to documents from Onboarding at this time. 
• 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.

Import

The "Documents Categories and Tags" import template allows you to import a file to tag and categorize your employees' documents in bulk. You can learn more here.

Documents Menu

The documents menu will show a "Category" and "Tags" field. Categories and tags can be associated with employee documents. Learn more about the documents page here.

Workflow Step

The "Attach Documents" step will allow you to specify the "Category" and the tag(s) that should be associated with the documents attached. Learn more about the workflow step here.

Editing the workflow step will only affect future submissions.