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.

Note: Check out this video on smart docs for a more detailed explanation and visualisation! 

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
  • Adding an Expiry Date
• Digital Signature
• Templates
• Import

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 

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

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.

Adding an Expiry Date to My docs

When uploading a document to Kenjo, you have the option to add an expiry date. Click on (+) UPLOAD DOCUMENT and select the document you want to upload. Next, you will see the option you add an expiry date under "valid until" and a tag. After you are done, click on UPLOAD. 

In case you have already uploaded a document but forgot to add an expiry date, you can still do so. Click on the document. Under "Actions", you will see the option EDIT. Click on EDIT and you are able to set an expiry date under "valid until", as well as a tag. 

Note: Take into consideration that ONLY admins and HR admins, or default profiles with that specific permission, can edit documents, including their owns. If you don't see the option "EDIT", contact the admin of your account. He or she will be able to give permission or simply change the expiry date on the document directly. 

Digital Signature

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. 

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

Templates

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

Create templates with placeholders that will be automatically populated with the information of the employee you assign the file to. This feature is useful for standardized documents such as working contracts. 

Click here to learn more on to create Smart Docs Templates

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 this section.

 
There are 2 sections in the bulk import for documents:

• Payslips

Usually, the payslips from your employees come all together in one PDF file, with one page per employee. Drop here the PDF file with all payslips. The system will identify the owner of each page by reading the name, last name, passport, and national ID. This feature allows uploading a single file with all the payslips or several payslips at the same time.

• Others

This section serves to upload other kinds of documents (that are not 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 [email protected]). 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.