How To Efficiently Manage Your Documents With flair

Making Company Documents Available to Employees

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Making company documents easily accessible to all employees on the Employee Hub can be done through a few straightforward steps. To do this, you’ll need to access the flair HR app on Salesforce.

• Begin by launching the flair HR app on your device. This app serves as the platform through which you can manage and distribute company documents.
• Once you have launched the flair HR app, locate the navigation bar. In the navigation bar, you will find an option labeled Company Documents. Click on this option to proceed.
• Alternatively, if you're unable to find the Company Documents option in the navigation bar, you can use the App Launcher to search for it. Simply enter Company Documents into the search bar.
• After accessing the Company Documents section, you will be presented with an option to create a new document. Click on the New button to begin the process.
• Next, give the document a meaningful and descriptive name that will help employees easily identify its content. This name will be displayed when employees access the document.
• If you do not wish to immediately publish the document to all employees, you can mark it as a draft. Uncheck the draft checkbox to indicate that the document is ready for publication.
• Next, proceed to upload the files you want to share with your employees.
• Save the document to complete the publishing process.
• To confirm that the document is accessible to all employees, switch to the Employee Hub. You should be able to see the newly published document on the Corporate page of the Documents section.

By following these steps, you can efficiently distribute company documents and ensure that important information is readily accessible to all employees.

Uploading Employee Documents in Bulk

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To upload employee documents in bulk to the Employee Hub using the flair HR app, follow these steps. This is helpful for the mass distribution of payroll documents or other files to the correct employees, who will receive them in the Documents section of the Employee Hub.

• First, open the flair HR app and click on the More tab in the main taskbar
• From the dropdown menu, select Mass Employee Documents Uploads
• Click New to create a new template for uploading documents in bulk
• Give your template a name
• Next, choose the type of document you are uploading. For example, select Payroll as the Default Document Category.

Once you have completed the fields and clicked save, you will automatically be directed to the new template. Let’s take a look at how to choose who will receive the documents and complete the upload in bulk.

• Use the Visibility box to determine who can receive and view the documents you wish to send. The options include: HR+Manager+Employee, or simply the HR department.
• Within the template, it is also possible to give your documents a File Name Pattern. For example, {{flair__First_Name__c}}_{{flair__Last_Name__c}}.pdf. This is a quick way for the flair system to automatically assign documents to employees.
• Click Update to save the File Name Pattern

Now it is time to upload all the relevant documents you wish to send.

• To complete the process click Upload Files and select the relevant documents
• The system will then assign documents to employees automatically wherever possible, based on the predefined File Name Patterns. It is also possible to manually assign documents to employees.
• Once you are happy with the uploaded documents and have entered the intended recipients, click Create Employee Documents
• The documents will then be visible to employees or managers in the Documents section of the Employee Hub

Certificates

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Certificates are a great way to share and display proven skills within your company. With flair, you can easily create them and add all relevant information such as the issuer and issue and expiration dates. You can also attach documents and files.

Adding a Certificate From the Employee Hub

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You can easily create and manage certificates in the Employee Hub, whether you’re an employee or a manager.

Adding Certificates as an Employee

Click on My Data in the Employee Hub and then select Certificates.

To add a certificate, click the New Certificate button.

You can now either create a name for your certificate or add a name that has already been added by another employee. Then you can enter the certificate issuer, issue date, and where applicable the expiration date. If the certificate has already been issued, you can upload it by file or enter a certificate URL.

Click Save Certificate and your certificate will appear in your Employee Hub.

Managing and Adding Certificates as a Manager

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Select My Team when viewing your Employee Hub in Manager mode. You can then click on the employee you want to add a certificate to. In the upper navigation bar, click on Certificates to manage an employee’s certificates.

By clicking New Certificate, you can add a certificate to an employee.

You can now either create a name for your certificate or add a name that has already been added by another employee. Then you can enter the certificate issuer, issue date, and where applicable the expiration date. If the certificate has already been issued, you can upload it by file or enter a certificate URL.

Click Save Certificate and your certificate will appear in your Employee Hub.

Adding Certificates From Salesforce

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You can also add certificates to employees using the flair HR app in Salesforce. To do this, simply find an employee using the Search bar or through the Employees section of the navigation bar.

Once you have found the employee, scroll down to the Employee Certificates tab and click New. There, you can add the details of the certificate and link to the certificate URL. Once you’re finished, click Save.

Commenting on Certificates

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As part of the flair Comments feature, colleagues can now send instant messages, documents, web links, and emojis, related to certificates.

To do this, visit the Certificates section via the My Data tab on the Employee Hub. Identify the Name of the certificate you wish to comment on and then click on the Speech Bubble icon.

This will open a Comments box where you can write an instant message to a colleague associated with the certificate.

Mobile Document Management

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Sometimes, you might want to check your work contract or a payslip out of working hours. The flair mobile app gives you a secure way to do this.

From the home screen of the mobile app, you can upload a document. Simply choose a name and document category, then click Add File.

You can also view any documents that you have received in the Employee Hub. Tap the My Data tab at the bottom-right of the screen and you will see your most recent payroll documents and any documents you have uploaded.