In the Smart Docs section, you have the chance to manage the whole set of your company and employee HR documents. If the access icon does not appear in the side menu, make sure that the feature is enabled in Settings > Overview. For more information on how to enable features in Kenjo see the following article: Enable/Disable features in Kenjo.


Smart Docs you will find five sections:


My docs

 

This section is where each employee will see their personal documents.

For example, the monthly payslips, work contracts, the absence certificates uploaded from the Time off section due to sickness and the other documents that you as HR Admin or Admin can upload here. 

Use tags to find a specific document even quicker. Each document can be tagged with any number of tags, after which you can filter at any time. You can add various tags for the documents in Settings > Smart docs - Settings > + Add tag, just enter a name and select a color and they are ready to use. Using the "List View" option you can use the filters available on the left to filter documents by tags and/or by file type. 

Depending on the user authorization in Kenjo, he can edit and download, delete or request a read confirmation by clicking on a document. If you need to see exactly what they have access to go to Settings > Profiles and Permissions > Employee profile. In case you need to give them more access to see this article: Custom profiles


Company docs 


This area is visible to all employees. 

You can upload all the documents which you want to be visible to your entire company here. This is especially useful for manuals, internal guidelines or legal texts. 


Employee docs

 

This area is only visible to employees with authorization. 

In this section, you have access to the personal documents of all employees. As an Admin you can view, edit and delete all the personal documents of the employees. You can also upload documents, download them, as well as request reading confirmation for any document.


In the view of the employees' documents, there are two sections: in the right section, you can upload documents that will be visible by the employee in his "My Documents" section and in the right section you can store documents related to the employee but hidden from him. If you decide to move any document from the visible section to the hidden one or vice versa, you just have to drag and drop them to the appropriate section.



Templates

 

This section is visible only to the Admin and the HR admin profiles.

Under the field Templates, you can upload documents and then edit them for individual employees. 

If you want to create documents individually for employees, you can add placeholders in the document and then let Kenjo add the particular data from the employee profile.

 

In order to do so, create the initial setup and mark all placeholders with curly brackets.

 

Example:



The information in the placeholders does not necessarily have to match the fields in Kenjo as it only helping you to orientate.

As soon as you have created the document with all placeholders, you can upload it to Kenjo using the [+] button. Afterward, you will be asked to assign a corresponding field from Kenjo to all fields with placeholders. After this, you can use the document for all of your employees. 

 

If you would like to create a document for a specific employee, you can do so by clicking on the corresponding template. If you choose the "Create document" option, you will get a list of all your employees. After saving the document, you can still determine whether it is only visible to you or also to the employee.


Import


This section is visible only to the Admin and the HR admin profiles.

If you want to upload several documents at the same time and then automatically upload them for different employees, you can do so in the Smart docs > Import.

 
There are 2 sections in the bulk import for documents:


  • Payslips

Drop here the payslips of your employees and the system will identify the owner of each document by reading the name, last name, passport, and national id. This feature allows uploading a single file with all the payslips included or several payslips at the same time.


  • Others

To upload other kinds of documents (no payslips). The easiest way to get all files automatically assigned to the correct employee is to use this format as a file name: FileName#localPart.extension (e.g. Contract_2018#frank.pdf for an employee whose email address is frank@company.com). So simply add # and the part before the @ of the email address to the file name. 


As a check, you can now see all the uploaded files again and check them. You can also edit them again, assign them to an employee, mark them and set the visibility. You also have the option to delete individual documents before uploading them. 

If you have now edited all documents, you can complete the mass upload by clicking the "IMPORT ALL" button.