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Creating and Managing HR Documents in Fingercheck
Creating and Managing HR Documents in Fingercheck

Manage HR documents in Fingercheck with ease. Upload, organize, and utilize document types for streamlined processes.

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Written by Mayer Brach
Updated over a week ago

Introduction

Efficiently organizing and sharing HR documents is crucial for smooth operations. Fingercheck provides a comprehensive solution to upload, categorize, and distribute HR documents seamlessly. In this article, we will explore how to create, design, and utilize different types of documents for various use cases.


Creating HR Documents

To create another HR document in Fingercheck, follow these steps:

  1. Log in to your Fingercheck account as an Administrator.

  2. Navigate to the SETUP tab > HR > Documents.

  3. Click "Add" to create a new HR document.

  4. Fill in the document fields (See below)

  5. Save the document.

Document fields

  • File Name: Provide a name for the document.

  • File Description: Add a brief description of the document.

  • Select File: Upload the document file from your device. If you want employees to fill out specific fields, upload a document with fillable fields.

  • Require Employee to Upload File: Check this box if employees need to upload any specific documents related to this HR document.

  • Share With Employee: Check this box to make the document available to employees in Fingercheck.

  • Send To Employee: Check this box to send the document to employees via email after it has been reviewed and filled.

  • Form Type: Select the appropriate form type based on where the document should be placed.

  • Document Type: Choose the relevant document type if applicable. (Learn More)

  • Start Date: Specify the date from which the document should be accessible.

  • End Date: Optionally, specify the date until which the document should remain available.


How to map Fingercheck data to fillable fields on your form

You can add Fingercheck data to fields on a form that contains fillable fields. PDF files are recommended for this procedure. To add fillable fields, use a PDF editor.

Important: To link Fingercheck data to radio buttons in a fillable form, the related radio buttons must have the same name to avoid confusion when Fingercheck fields are linked (since only one option is allowed with radio buttons). In the Add Custom RadioButtonList Field pop-up window, the name in the Field Name field must match. See How to Add Custom Fields for HR Data for more information.

Tip: Another option is to use a blank document with no fillable sections and then drag and drop anywhere in the doc. If you have at least one fillable field on the PDF, you can only drag and drop into the fillable fields.

Tip: If you have a complicated form with many fillable fields, consider upgrading to the 360 PLUS account and using the Workflows feature instead.

  1. Log in to your Fingercheck account as an Administrator.

  2. Click the SETUP tab > HR > Documents.

  3. Click the triple-bar icon for the document with fillable fields, and select Designer.

    The designer opens.

  4. Drag the fields listed on the right side to fields on the form.
    The available fields come from the HR data in Fingercheck, including any custom fields you created. (See How to Add Custom Fields for HR Data.) The Now field enters the the current date.


    Note: You can add a signature field to any field (regardless of whether the file contains fillable fields).

  5. Click Save.


Utilizing HR Documents

You can distribute HR documents to employees, who can then complete them based on the provided guidelines.

  1. Access the SETUP tab > HR > Documents.

  2. Select the other HR document with fillable fields.

  3. Click the triple-bar icon and choose "Queue."

  4. Click Send to Employees.

  5. In the window that appears, enter a subject for the email, and enter a message in the large field. Click "+Insert Fields" to insert dynamic fields such as First and Last names and a link to the document.

  6. At the bottom of the window, click the up arrow to open the panel, and select the employees who should receive the email.

  7. Click Send.


How to see who has viewed or completed your document

  1. Log in to your Fingercheck account as an Administrator.

  2. Click the SETUP tab > HR > Documents.

  3. Click the triple-bar icon for the document, and select Queue.

    A panel opens the document queue with the pending and completed results. Pending means that the employee has opened the document but has not signed it. Completed means that the employee has signed the document.

  4. To resend the document to employees:

    1. Click Send to Employees.

    2. In the window that appears, optionally enter an updated subject for the email, and optionally enter an updated message in the large field.

    3. At the bottom of the window, click the up arrow to open the panel, and select the employees who should receive the email.

    4. Click Send.


How employees will see the document

After sending an email to an employee to complete and sign a document, the employee will be able to log in to their self-service Fingercheck account on the web. To access the document, they need to go to "My Account" > "Documents." In the "Documents" section, they will find two distinct sections.

The first section is for pending documents. Here, employees can review the pending documents assigned to them and take the necessary steps to complete them. They will have the option to review and sign the document or follow any specified steps to fulfill the requirements. Each pending document will be accompanied by a date indicating when it was assigned to them.

The second section is for completed documents. In this section, employees can download the completed documents for their records. This ensures easy access to previously finalized documents whenever needed.


Thank you for using Fingercheck. If you have any questions on this article's topic, you can reach out to our team at 1-800-610-9501, or use the chat option below.

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