Managing documents
In the Documents section of the Planner, users with Communication 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, status, 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 documents
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 documents
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 in the top-right corner of the window. For your convenience, there is the Open in a new tab button as well.
In addition, depending on the document's release status, you can release or unrelease it by clicking the Release or Unrelease buttons 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, as shown in the following figure:
Changing the workflow step in the HRBP review
Changing the workflow step in bulk
To change the workflow step of more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents whose workflow step you want to change, open the Bulk actions menu in the top-right area above the table and select Change workflow step. A pop-up will appear. Choose your Target workflow step from the drop-down list and click Change workflow step. A confirmation dialog will appear. Click Change workflow step again to confirm or Cancel to stop.
Deleting documents
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 documents
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 has been 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 in the top-right corner of the window.
Downloading in bulk
To download multiple documents at once, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to download, open the Bulk actions menu in the top-right area above the table and select Download.
The Download documents dialog opens. Fill in the following fields:
In the File name field, enter a name for the ZIP archive. The .zip extension is added automatically.
In the Password field, enter a password to protect the archive, adhering to the password requirements listed below.
Click Download to confirm. The system generates ZIP archives asynchronously. Once your archive is ready, you receive an in-app notification, highlighted as a red dot next to the Notifications icon in the top-right corner of the screen. The notification message includes a download link that expires 24 hours after the archive is created. Click the icon in the notification to save the file.
This is an note/information message.
If two or more selected documents share the same name, the system automatically appends the worker ID to ensure unique file names within the archive.
This is an attention message.
The combined size of all selected documents cannot exceed 1 GB.
Releasing documents
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.
Releasing in bulk
To release more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to release, open the Bulk actions menu in the top-right area above the table and select Release. A confirmation dialog will appear. Click Release to confirm or Cancel to stop.
Canceling the release
When the document is released, you can cancel its release.
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.
Canceling the release in bulk
To unrelease more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to unrelease, open the Bulk actions menu in the top-right area above the table and select Unrelease. A confirmation window will appear. Click Unrelease to confirm or Cancel to stop.
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