In the Smart Docs section, you have the chance to manage the whole set of your company and employee HR documents. To enable this feature, go to Settings > Overview > Smart Docs and toggle the switch on.


To learn how to add tags to your documents, visit this article.



Types of Smart docs


Once you have enabled Smarts Docs, click on the feature on the left side of the screen. You will find 5 different sections: 

My docs, Company docs, Employee docs, Digital signature, Templates, Import.



Best practice:

If you are importing documents in bulk, it is recommended that you upload compressed files to speed up the performance of the app. There are easy tools to compress files such as https://smallpdf.com/compress-pdf.


Remember that the maximum size of documents is 10MB.




My docs

 

This section is where each employee will see their personal documents. For example, the monthly pay-slips, 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, upload on behalf of them.




Use tags to find a specific document even quicker. Using the "List View" option you can use the filters available on the left to filter documents by tags and/or by file type. 


Note: Depending on the profile your employee has on Kenjo, he or she can click on a document and edit, download, delete or request a read confirmation. If you need to see exactly what they have access to go to Settings > Profiles and Permissions > Employee profile.



Company docs 

:information_source:This section is visible to all employees.


As an Admin, you can upload in this section all the documents which you want to be visible to your entire company. This is especially useful for manuals, internal guidelines, or legal texts.




Employee docs

 

:information_source: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.



If you click on an employee's documents (in this example, Alicia Smith), you will find two sections:

  • Visible to *name of the employee*: store documents that you want your employee to see in his or her "My Documents" section.
  • Hidden from *name of the employee*: store documents related to the employee that you want to kee hidden. 

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.



Digital Signature


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


Under the tab Digital Signature, you will be able to find the status of all your documents that have requested a Digital Signature. You will see the Document, Recipient, Recipient email, Author, the date when it was sent on, and the Status. 


:bulb:Click here to learn more on how to manage this section.



Templates

 

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


Under the tab 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 helps 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.


:rotating_light:Note: only “.docx” can be uploaded as templates.


Import


:information_source: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 this section.

 
There are 2 sections in the bulk import for documents:


  • Payslips

Drop here the pay-slips 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 pay-slips included or several pay-slips at the same time.


  • Others

This section serves to upload other kinds of documents (that are not pay-slips). 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.




Once you have uploaded the documents, you can still edit them, 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.