The [Documents] card displays pertinent documents to employees. All documents applicable to the employee will show on the portal unless the user does not have the security rights to the document type. Documents from the following categories are available to the employee:
Company Document Library that are identified as Employee Viewable on the Document Library Details screen or with the category of MEE Help that are triggered by a QWF
Company Assignment Policy documents that are identified as Employee Viewable on the Assignment Policy Documents screen, and
Assignment Documents, including documents uploaded to various service screens, that are associated with the appropriate Data Sensitivity Access for the employee’s role. See a list of what assignment screen documents appear on the Documents card.
Another way to control access of the documents card is through Employee Experience tab configuration. Completed under Portal Configuration Screen, administrators have the ability to set specific behavior for Documents applying Full Access, No Access, or Read Only.
Documents associated with Service Orders or Service Order Notes/Communications are not shown. Neither are Documents attached to Notes/Communications.
Any document that has been uploaded since the last time the employee signed into the portal are identified as “New”. These documents will show in a “New” status until 24 hours after the employee signs in. In the header, the total number of “New” documents is displayed. The browser screen must be refreshed to see documents added while the employee is already signed into the portal.
Any document that requires signature displays with a “Sign” badge next to it. If there are document(s) to sign, the Document Summary card’s header displays the number of documents as “[Number] to Sign”. See section “Sign a Document” for details about signing documents.
Documents Summary Card
The Documents summary card displays the five (5) most-recently updated documents in descending order (newest at the top).
The following information is included for each available document:
The Document’s application, as indicated by the appropriate icon.
Name
Description, if available.
This information is entered on the Upload Document screen, which is displayed when a document is uploaded to the Equus Platform. The exception is the Name for Company Assignment Policy documents; this is populated with the Description that is entered on the Assignment Policy Documents screen.
Clicking the
button will allow a user to choose a file that should be uploaded to the Documents card.
Clicking the
button will take the user to the Documents screen. This screen lists all documents applicable to the employee.
All Documents
The All Documents screen displays all documents available to the employee. This screen also contains information about the documents that is not displayed in the Documents summary card.
The documents are grouped by category and displayed in descending order, with the newest on the top. The following information is displayed per document:
The document’s application, as indicated by the appropriate icon.
Description, if available.
Document Type
Upload Date (Note: this is the server date, not necessarily the date of the user’s location).
Click the Upload File option to choose a file that can be uploaded to the All Documents screen. Additionally, an employee can drag a file and drop it on the Upload File icon in order to add a document. The maximum file size allowed to be uploaded in the MEE is 25 MB.
The Search box allows users to look for a document and further filter the documents shown on the screen. The search examines key words in the document Name, Description, and Upload Date. As more search text is entered, the list of documents automatically updates to match the user’s entry, and the list of results will be narrowed. If there are no results, a message displays stating “No documents match your search criteria.”
To return to viewing documents on the screen, simply delete the search term.
Sign a Document
When a document requires signature, a blue “Sign” badge displays next to it.
On the All Documents page it displays in its own category, <Waiting for Signature>.
Employees must have data sensitivity access to the document’s Type in order to display on the Documents Card. If not, they will still be able to sign the document using the e-mail sent to them that contains the hyperlink to the document on the electronic signature provider’s website.
To sign:
Click the document on either the Document Summary or the All Documents page. The document opens in the electronic signature provider’s website.
Follow the instructions to sign the document. For more information about this, please see the Configuring and Using Electronic Signature Documents user manual.
Click Finish. The webpage refreshes and the MEE displays.
Once signed, the document no longer displays with a “Sign” badge in the MEE. The display of the document changes according to the status of the document in the signature workflow after the employee has signed the document. If the document’s status is:
<Signed>: The document’s icon changes to be the application icon associated with the document, and the document displays under the category associated with its document Type.
<Signature(s) Requested>: The document’s icon changes from green to gray, but remains in the <Waiting for Signature> category on the All Documents page. Clicking the document will open the document in the electronic signature provider’s website, so they can view the progress of the signatures.
<Declined>: The document no longer displays on the MEE.
<Cancelled>: The document no longer displays on the MEE.
Things to note
All documents applicable to the employee will show on the MEE unless the user (employee) does not have the security rights to the document type.
If a document/s are not visible to the employee, doublecheck the Company Document Library, Company Document Library, and Employee Experience tab configurations.
The maximum upload size can be changed by updating the system preference “Employee Experience File Upload Max Size” (EMPPORTFIL). The default value is 26,214,400 bytes. Enter a new value in bytes to change the maximum upload size. For example, in order to set it to 10 MB, multiply 10 * 1024 * 1024 = 10,485,760 bytes.