Managing documents
In the Documents section of the Planner, users with Compensation Manager and HRBP professional roles can view and manage all the documents concerning their team or within their scope, respectively. These documents can be for instance compensation letters or performance documents.
The Documents tab includes the Communication manager review and HRBPÂ review sub-tabs that display all the available Communication rounds. To inspect a communication round, click the row with the name of your chosen round. You are now redirected to this communication round page that contains a comprehensive list of documents associated with your team. Depending on your role, you can upload, preview, download, release, unrelease, or delete such documents. The page also offers an audit trail for each imported document, providing a detailed record of all changes made.
Communication rounds in Documents
This is an attention message.
Always ensure the accuracy and relevance of each document before approving.
To find a document, use the search bar above the table. Enter the name of the document recipient in the search bar or filter documents by clicking the Filters button. You may filter the document by entering the Recipient name or Document name. Alternatively, you can choose the Document status, Release status, or Workflow step from the drop-down lists. You may also filter by the document generation date, selecting dates in the Generated after and Generated before lists.
If you are an HRBP, you additionally have the Advanced filters option, which enables document filtering based on Recipient and Comm manager types. HRBPs can filter by attributes, such as Worker ID, Organization, Region, Country, State, City, and Cost center, using value lists for each, as illustrated in the following figure:
Advanced filters available to HRBPs
In the document table, communication managers can see the Document recipient, Document name, Generation date, Workflow step, Release status, and icon buttons, as shown below:
List of documents in a communication round
The table in the HRBP review includes the Document recipient, Document name, Status, Generation date, Communication manager, Workflow step, and Release status columns, as well as icon buttons.
There is pagination at the bottom of the page for easy navigation.
Uploading the document
If you are an HRBP and the document table on your screen includes a row with the No doc status, you can upload a document there by clicking the icon on the far-right side and selecting Import. You will then see the Import file window. Click Upload to choose a PDF file from your local device. Alternatively, you can drag and drop your file in the dropbox. Next, click Import to begin uploading your file.
Viewing the document
To view a document, click the icon. A document window will appear. You can preview the document.
To download the document in PDF format, click the Download PDF button placed in the top-right corner of the window. For your convenience, there is the Open in a new tab button as well.
In addition, you can release the document by clicking the Release button at the bottom-right corner of the window.
You can also navigate through documents by clicking arrows at the bottom right of the window, as illustrated below:
Document preview window
Changing the document workflow step
As an HRBP, you have the ability to change the workflow step to route a document to a Communication Manager for additional review before release. This applies to documents with the Not released release status. To do so, click the Change workflow step icon located at the far right of a relevant row in the document table. Next, you will see a pop-up, where you can choose your Target workflow step from the drop-down list. Confirm, clicking the Change workflow step button, as shown in the following figure:
Changing the workflow step in the HRBP review
To change the workflow step of more than one document, select the chosen files by clicking the squares on the far left of the rows. After selecting documents this way, click the Change workflow step button that will appear on the far-right side above the table.
Deleting the document
HRBPs can delete documents with the Not released release status. Click the icon located at the far right of the row. Next, select Delete. A confirmation window will appear. Click the Delete button to confirm the deletion or Cancel to keep the document.
Downloading the document
To download the document before the release, select the icon located at the far right of the row, and click Download document.
If the document was released, select the icon located at the far right of the row.
You may also download the document from the preview window by clicking the Download PDF button placed in the top-right corner of the window.
Releasing the document
To release a document, click the icon located at the far right of the row. A confirmation window will appear. Click the Release button to confirm or Cancel to stop the release.
Alternatively, you can release the document from the preview window by clicking the Release button at the bottom-right corner of the window.
To release more than one document, select the chosen files by clicking the squares on the far left of the rows. If you want to select all the documents, click the square located in the table header. After selecting documents this way, click the Release button that will appear on the far-right side above the table.
Canceling the release
When the document is released, you can cancel its release in three ways.
To unrelease a document, click the icon located at the far right of the row. Next, select Unrelease. A confirmation window will appear. Click the Unrelease button to confirm the unrelease or Cancel to keep the release of the document.
Alternatively, you can also cancel the document release from the preview window by clicking the Unrelease button at the bottom-right corner of the window.
To unrelease more than one document, select the chosen files by clicking on the squares on the far left of the rows. If you want to select all the documents, click the square located at the header of the table. After selecting documents this way, click the Unrelease button that will appear on the far-right side above the table.
Audit trail
The Audit trail provides a detailed history of actions performed on a given document. To access it, click the icon located at the far right of a relevant row in the document table and select Audit trail. A drawer will slide from the right side of the screen. The drawer contains two sections: Document details, showing the document name and recipient information, and Audit trail, displaying a log of events with timestamps. With this feature, you can review a document's lifecycle without leaving the current screen.
Audit trail in the Planner