Add and manage company and employee documents in your software

Solution Properties

Solution ID:

200427112200592

Last Modified Date:

Wed Mar 15 17:31:45 UTC 2023

Taxonomy Path:

Case category//How do I...//setting up

Author:

[email protected]

Add and manage company and employee documents in your software

Description

You can use the documents feature to save documents in employee records, and in your company details.

This is useful if you want to keep all documentation about an individual employee, or the company as a whole, together in an easily accessible place.

Cause

Resolution

Using this feature you can:

Create a link to an external document
Create a copy of an external document
Move an external document into Sage 50 Payroll
Open and view the properties of a stored document

You can do all of the above for any type of document located on your PC or on a network. If you're using a network version of Sage 50 Payroll, stored documents are held in the same location as your company data, either in the Documents\Employee or Documents\Company folder, as appropriate.

Examples of documents you can store >

Employee level documents:

Contract details
Curriculum Vitae (CV)
Disciplinary and appraisal records
Letters to/from the employee
Scan of qualification certificates
Scan of driving licence
Scan of sick notes and statutory parental leave declarations

Company level documents:

Contract templates
Employment policies
HM Revenue & Customs (HMRC) inspection report zip files
Company letters and letter templates
Downloads from Sage HR Advice

Add or manage documents

To add or manage an employee or company level document, simply select the option you need below and follow the steps.

Add an external document to an employee to an employee record >
1. Double-click the required employee, then click the Documents tab.
2. Click Add Document, then click Browse.
3. Browse to and double-click the required document.
4. To specify whether you want to link to, copy or move the document, select one of the following options:
  - Leave the document in its current location - To create a link to the chosen document, select this option. The link appears in the Documents area of the window
  - Copy the document into Sage Payroll - To create a copy of the chosen document in the Documents area of the window, select this option. The document is now stored in the data folder, under Documents\Employee\, and is still held in its original location
  - Move the document into Sage Payroll - To move the chosen document from its original location to the Documents area of the window, select this option. The document is now stored in the data folder, under Documents\Employee\
5. If you use Online Documents and want to upload the document to the portal, tick the Upload to Sage Online Documents tickbox.
6. Click OK, then click Save.
7. Click Close.

Add an external document at company level >
1. Click Company, then click Settings.
2. Click the Documents tab, then click Add Document.
3. Click Browse, then browse to and double-click the required document.
4. To specify whether you want to link to, copy or move the document, select one of the following options:
  - Leave the document in its current location - To create a link to the chosen document, select this option . The link appears in the Documents area of the window
  - Copy the document into Sage Payroll - To create a copy of the chosen document in the Documents area of the window, select this option. The document is now stored in the data folder, under Documents\Company, and is still held in its original location
  - Move the document into Sage Payroll - To move the chosen document from its original location to the Documents area of the window, select this option. The document is now stored in the data folder, under Documents\Company
5. If you use Online Documents and want to upload the document to the portal, tick the Upload to Sage Online Documents tickbox.
6. Click OK, then click OK.

Open a stored document >
1. Depending on whether you want to open an employee or company document, either:
  - Double-click the required employee
  - Click Company, then click Settings
2. Click the Documents tab, then double-click the required document.
Remove a stored document >
1. Depending on whether you want to open an employee or company document, either:
  - Double-click the required employee
  - Click Company, then click Settings
2. Click the Documents tab, then select the required document.
3. Click Delete Document, then click Yes.
4. Either:
  - Company document - click OK
  - Employee document - click Save, then click Close

View the properties of a stored document >
1. Depending on whether you want to open an employee or company document, either:
  - Double-click the required employee
  - Click Company, then click Settings
2. Click the Documents tab, then select the required document.
3. Click Document Properties.

Manage documents online

If you use Sage HR Online Services, you can easily integrate with Sage HR's Core HR module. You and your employees can upload and store documents digitally, as well as be able to sign documents digitally. Documents in Sage HR Online Services >

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