Personell documents

To perform the actions described in this guide, you must be a manager or have the role of Document Administrator (see the document "Roles – Extended Permissions").

If you are to manage personnel documents for your entire organization, you must have the Document Administrator role at the top level of the 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" safely stored in our cloud-based solution.

A personnel document is a document found in an individual's profile. The document is automatically protected from access by Simployer HRM’s default access rules.

This means that only the individual, their immediate manager, and the document administrator have access to a personnel document.

It is also possible to exclude the immediate manager from viewing a document, and to store a document on a person without the person being able to see it themselves (called a "manager document").

Everyone has access to their own personnel documents under "About Me" (shown here from the menu under the Menu button in the top right corner):

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

When the person clicks here, they will see their own personnel documents:

The manager can also see the document for their employee, provided the document category 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 manager (who is not the individual's manager) searches for the person, only limited personal information will be visible, and no personnel documents.

How much personal information is visible to others is controlled by the settings under Menu -> Manage -> System Settings -> Personal Access.

This is how the person's page in Simployer HRM appears to others besides administrators and immediate managers:

Personnel documents are therefore automatically protected from access by unauthorized individuals.

It is therefore not strictly necessary to apply additional protection (see further down in this document), although this can be done in special cases.

If you are a manager or document administrator and want to upload a document for a person, 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 left-hand menu:

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

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

Here you must select the correct document category and drag the file you wish to upload to "Add file" or click the button.

If you have scanned documents as email attachments, these can be uploaded directly from your mailbox without saving them locally.

For other types of documents, the file must be available in a location you have access to.

If desired, you can set an expiration date on the document:

In this example, the uploader 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 processor agreement, Simployer as a data processor deletes no data, so if the document is to be removed, you must do it yourself.

As mentioned above, additional protection is not necessary, as personnel documents are automatically protected in Simployer HRM.

However, it is possible to prevent both editing and deletion of a document – called "write protection" – and downloading by anyone other than the person the document is uploaded to – called "read protection".

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

If you choose the category "Manager Document", the uploaded document will be inaccessible and invisible to the employee.

Only the immediate manager and document administrator will have access.

This is the only document category in Simployer HRM that blocks the employee from viewing their own document.

Generally, employees should have access to their own information as much as possible.

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

It is also possible for a Document Administrator with this right at the top level of the organization to view all personnel documents collectively, regardless of the individual.

You can do this by going to the menu and selecting Manage -> Documents:

You will then see a consolidated view of personnel documents.

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