Personnel Documents

To perform the tasks described in this guide, you must be a manager or have the role of Document Administrator.

If you are managing employee documents for your entire organization, you must have the role of Document Administrator at the highest level in your organization in Simployer HRM. The Personnel Documents module must be included in your agreement with Simployer.

The Personnel Documents module replaces the old filing cabinet for personnel documents and offers an electronic "filing cabinet" for personnel documents, securely stored in our cloud-based solution.

A personnel document is a document located on a person's profile. The document is automatically protected from unauthorized access by Simployer HRM's standard privacy rules. This means that only the person themselves, their immediate manager, and the document administrator have access to a personnel document.

It is also possible to exclude the immediate manager from accessing a document, and it is possible to store a personnel document on a person’s profile without the person seeing it themselves (called a "manager document").

Everyone has access to their own personnel documents under About Me.

If a personnel document is uploaded under a person's documents, the person will also receive a notification (an email) from Simployer about this.

When the person clicks on the notification, they will be able to view their own personnel documents.

The manager can also view the document on their employee, provided that the document category in which the document was uploaded does not exclude the manager (see the document "Sizes and values and Administration" for setting up document categories).

The document administrator also has access to the document. However, if another employee or a different manager (who is not the person's manager) searches for the person, only limited personal information will be shown, and no personnel documents will be visible. How much of a person's personal information is displayed to other individuals is controlled by the settings under Menu > Manage > System Settings > Personal Access.

This is how the view of a person's page in Simployer HRM appears for individuals other than the administrator and the immediate manager:

The personnel document is therefore automatically protected from access by individuals who should not have it. As a result, it is not strictly necessary to apply additional protection to the document (see further down in this document), although this can be done in cases where special considerations are required.

If you are a manager or document administrator and need to upload a document for a person, you search for the person using the person search at the top of Simployer HRM to access the person's page. On the person's page, click Documents in the top menu.

You will then be taken to the person's personnel documents.

To upload a personnel document for the person, click the plus (+) icon, and you will see this window:

Here, you must select the correct document category and drag the file you want to upload to "Add file", or click the button. If you have documents that are scanned and attached to an email, you can upload them directly from your inbox without having to save the document first. For other types of documents, the document you wish to upload must be available from a file location you have access to.

If desired, you can set an expiration date for the document.

In this example, as the uploader of the document, you will receive an email notification from Simployer one week before 01.04.2027, with the comment "Remember to delete this document". According to our data processing agreement, Simployer, as the data processor, does not delete any data, so if the document needs to be removed, you must do this yourself.

As mentioned above, it is not necessary to apply additional protection to personnel documents, as they are automatically protected in Simployer HRM. However, if necessary, you can prevent both modifications and deletions of a personnel document—referred to as "write protection”—and restrict the downloading of a personnel document by anyone other than the person the document is uploaded for—referred to as "read protection".

"No protection" means that the personnel document is still protected from access by anyone other than the person themselves, their immediate manager, and the document administrator.

If you select the "Manager Document" category, the document you upload will become inaccessible and invisible to the employee it is uploaded for. Only the immediate manager and the document administrator will have access to the document. This is the only document category in Simployer HRM that restricts the employee from viewing their own personnel document. In general, employees should have as much access as possible to their own information.

For information on how to create multiple document categories, see the document "Sizes and Values and Administration".

It is also possible for the document administrator with this right at the highest level in the organization to view all personnel documents collectively, regardless of a single person. You can do this by clicking on "Documents" in the left menu.

You will then be taken to a collective view of personnel documents:

From the document's context menu (circled), you can, among other things, download a copy of the personnel document, upload a new version, or apply protection.