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Last Updated: October 3, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

HR Document Management

Module Purpose

The HR Document module provides a centralized system to manage company policies, procedures, and other important documents. It allows HR administrators to categorize, upload, distribute documents to specific employees, and track their acknowledgement status for compliance purposes.

HR Document Workflow​

This video demonstrates the end-to-end process: creating document categories, uploading new documents, assigning them to employees, and tracking their status.

Part 1: Document Setup and Configuration​

The initial setup involves two key steps: creating categories to organize your documents and then uploading the documents themselves.

1.1 Managing Document Categories​

First, you must create categories to keep your documents organized.

  1. Navigate to the Category tab.
  2. Click the + Add New Category button.
  3. Enter a Document Category Name (e.g., "Company Policies," "Onboarding Documents") and an optional Description.
  4. Click Submit.
  5. You can Edit, Delete, or view the History of any category from the action icons in the list.

1.2 Adding and Managing Documents​

Once categories are in place, you can upload your documents.

  1. Navigate to the List tab.
  2. Click the + Add New Document button.
  3. Fill in the document details:
  • Document Name & Category Name: Provide a name for the document and assign it to a category.
  • Acknowledgement: Set to Required if employees must formally acknowledge reading the document.
  • Acknowledgement Base On: Choose File to have them acknowledge the uploaded document, or Content to write a custom acknowledgement message in a text editor.
  • Downloadable To User: Select Allowed or Not Allowed to control if employees can download the document file.
  • Display After Document Inactive: If Yes, the document remains visible to employees who have already acknowledged it, even if you later deactivate the document.
  • Attachment & Description: Upload the document file and add a relevant description.

Part 2: Assigning Documents to Employees​

The Assign tab allows you to distribute documents to specific employees or groups.

Use Filters for Bulk Assignment

The filter panel is a powerful tool for assigning documents to large groups, such as everyone in a specific department, location, or designation.

Assignment Steps​

  1. Navigate to the Assign tab.
  2. Use the comprehensive filter panel on the right to find the employee(s) you want to assign the document to. Click Search.
  3. From the resulting list, select the employees by checking the boxes next to their names.
  4. A Select Document Name dropdown will appear at the top. Choose the document(s) you wish to assign.
  5. Click the Assign button to complete the process.

Part 3: Tracking Document Status​

The Status tab provides a complete overview of all document assignments, which is critical for monitoring compliance.

  1. Navigate to the Status tab.
  2. This screen lists every document that has been assigned to an employee.
  3. You can view key details at a glance:
  • Employee: The employee who received the document.
  • Document Name: The name of the assigned document.
  • Status: The current state of the assignment (e.g., Pending, Accept & Submit).
  • Assign Date & Last Updated Date: Dates for tracking the assignment timeline.
Monitor for Compliance

Regularly review this tab to identify employees with a "Pending" status and follow up with them to ensure all required documents are acknowledged in a timely manner.

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