Knowledge Base.

Documents that need to be shared with all users of an account can be shared using company documents. Company documents prevents the need to upload the same document to each individual user. Company documents can be shared with all users, or only with users belonging to specific roles, teams or locations.

Documents requiring review or to be signed will be displayed on the Company Documents tab when relevant for the logged in user.

Documents are uploaded into folders, a folder must exist to upload a document. See How do I create a company document folder?, for steps.

To upload a company document as an HR Admin or Finance Admin:

1. From the Company Documents tab, select a folder from the list.
2. Click Upload, select a file and click Upload.

All company documents can be viewed by HR Admin users. Finance Admin and non-admin users will be able to view documents depending on the access permissions set on the document folder.

To view a company document:

1. From the Company Documents tab, select a folder from the list.
2. Click the ... icon for the document to be viewed, and select the Download option.

Alternatively:

1. From the Company Documents tab, select a folder from the list.
2. Click the ... icon for the document to be viewed, select the View Info option, and click Download.

HR Admin and Finance Admin users can request a company document to be signed by any user with permission to the document folder in which it is located.

To request a signature:

1. From the Company Documents tab, select a folder from the list.
2. Click the ... icon for a document, and select Signatures.
3. Select one or multiple signers, or click Select All, optionally add a message for the signer, and click Request Signature.
4. To cancel a signature request, deselect the signer, or click Deselect New.

To sign a document:

1. From the New document signature requested email, select View Document, or click the alert icon in the header, and select the document to be signed.
2. Provide a signature and optional message, and click Sign.

Alternatively:

1. From the Company Documents tab, click Sign in the Signature Requests card, or click the ... icon for a document, and select Sign.
2. Provide a signature and optional message, and click Sign.

To create a company document folder:

1. As an HR Admin or a Finance Admin, from the Company Documents tab, select the new folder icon.
2. Enter a folder name, select HR Admin only to restrict the folder and documents within to HR Admins, and click Submit.
3. Or select HR and Finance Admins only to restrict the folder and documents within to HR Admin and Finance Admins, and click Submit.
4. Or deselect both HR Admin only and HR Admin and Finance only to restrict the folder and documents within to the selected Teams and Locations, and click Submit.

All company document folder names and access permissions can be edited by HR Admin users. Finance Admins can edit folder names and access permissions for the folders they have admin permissions to. It should be noted that changing folder access permissions will affect access to the sub folders and documents within.

To edit a company document folder:

1. As an HR Admin or Finance Admin, from the Company Documents tab, click the ... icon for the folder, and select Edit.
2. Edit the folder name, change the access permissions, and click Submit.

All company document folders can be deleted by HR Admin users, Finance Admins can delete folders they have admin permission to. It should be noted that deleting a folder will delete all sub folders and documents within.

To delete a company document folder:

1. As an HR Admin or Finance Admin, from the Company Documents tab, click the ... icon for the folder, select Delete and confirm.

Users will be able to download documents depending on the access permissions set on the document folder.

To download a company document:

1. From the Company Documents tab, select a folder.
2. Click the ... icon for the document, and select Download.

Alternatively:

1. From the Company Documents tab, select a folder.
2. Click the ... icon for the document, select View Info, and click Download.

Document info is available for every company document. This includes the date and time the document was uploaded and any review details. For HR Admin and Finance Admin users, any signatures that have been requested as well as the signed status. Non-admin users will see only their signed status for the document.

To view document info for a company document:

1. From the Company Documents tab, select a folder.
2. Click the ... icon for the document, and select View Info.

Documents cannot be edited within PolarHR, so, to edit a company document it would be necessary to delete and upload a new version. The document title can be edited, and notes added by HR Admin and Finance Admin users.

To edit company document details:

1. As an HR Admin or Finance Admin, from the Company Documents tab, select a folder.
2. Select the ... icon for the document, and select Edit.
3. Edit the document name, add any notes, and click Submit.

Any company document can be marked for review by HR Admin or Finance Admin users. A document marked for review will be displayed to the reviewer from 7 days prior to the review date.

To add a review date to a document:

1. As an HR Admin or Finance Admin, from the Company Documents tab, select a folder.
2. Select the ... icon for the document, and select Edit.
3. Select a review date, and optionally a reviewer, and click Submit.

Seven days prior to a company document review date, the reviewer will receive a notification email, and the document will be listed for the selected reviewer user on the Company Documents tab. On the review date, a further email notification will be received and an alert displayed in the header. HR Admins will also see any document marked for review without a reviewer.

To review a document:

1. From the Company Document Review Due or Company Document Review Due Soon email, select View Document, or click the alert icon in the header, and select the document to be reviewed.
2. Select a new, future review date and optional reviewer, and click Submit.

Alternatively:

1. From the Company Documents tab, click Review in the Review Requests card, or click the ... icon for a document, and select Edit.
2. Select a new, future review date and optional reviewer, and click Submit.

Company documents can be moved to different folders as necessary, however, it should be noted that the access permissions on the moved to folder will apply to the document.

To move a company document:

1. As an HR Admin or Finance Admin, from the Company Documents tab, select a folder.
2. Select the ... icon for the document, and select Move.
3. Select a folder from the list and click Move Here.

To delete a company document:

1. As an HR Admin or Finance Admin, from the Company Documents tab, select a folder.
2. Select the ... icon for the document, select Delete, and confirm.

Company document folders can be set with different access permissions for HR Admins, HR and Finance Admins, teams and locations.

Folders can be set with HR Admin only access, these folders, sub folders, and the documents within will not be available to any other user.

Folders can also be set with HR Admin and Finance Admin access, these folders, sub folders, and the documents within will only be available to HR Admin and Finance Admin users.

Access permissions set with team or location allow users within those teams and locations to view the documents.