If you have company documents or forms, you can upload them so they're available to all or specific employees.
These may include documents for Return to Work, disciplinary, or financial reports to share with accounting and payroll departments.
📎NOTE: If you are an employee user, depending on the permissions given to you, you may also have access to upload documents, such as a personal development plan, or statement of fitness - sick note. These are automatically shared with your team manager and direct manager for them to view.
How to upload a document
On the main menu, click Documents
Alternatively, go to your own or an employee's profile, then on the profile menu click Add Documents. You can also click on the ➕ on the top right and click New document.
Click Add new.
You then see the following window.
In the add document box, click Drop files here or click to upload.
Alternatively, drag the file and drop it in the box.
Locate the document file and click Open.
If necessary, enter a description, click the drop-down and select the category.
📌TIP: If required, you can create new categories.
Select who you want to share the document with.
📎NOTE: This isn't applicable if you are an employee user uploading a document.
You can either select individual employees, or select everyone
📌TIP: If you filter the employees when you click Select all, only the employees listed are selected.
📎NOTE: If you upload a document via an employee's profile, only that employee is selected by default.
By default, documents are shared with the employee's Team manager and Direct manager. Depending on your permissions, you can select not to share it with them.
📎NOTE: Direct and Team managers, if selected have access to the document, and can view them under the employee's profile, in the Documents tab. Administrators have full access to all documents.
If required, select the Require employee to accept the document check box, enter a deadline date for the task if there is one.
📎NOTE: If you select the Require employee to accept the document check box, the employees you shared the document with receive a task to ask them to review and accept the document, as well as receive a deadline date.
If relevant, select the Send email notificaton check box to make them aware by email.
Once the document has been uploaded, an Administrator can see who has access to each document.
Common questions about uploading documents
Can you upload documents in bulk?
Currently this isn't possible. You can only upload one document at a time.
Can you upload documents to multiple employees at once?
Yes, you can upload a document to more than one employee at a time. When you upload a document, just select Multiple employees. You can filter which employees show, and select the multiple employees you want to upload the document to.
Alternatively, you can just select Everyone, but this means this is shared with every single person in your Sage HR company.
Can documents be accessed on the Sage HR app?
Yes, documents are available on the Sage HR app. However, you can only view and download them on the app, to upload documents or edit/delete them you need to use website version via sage.hr, preferably on a computer or tablet.
📎NOTE: If you use Sage HR integrated with Sage payroll software, you can view your uploaded payslips on the Sage HR app.
Can I categorise uploaded documents?
Yes you can. When you upload a document you can assign it to a specific category. If you have relevant permissions, you can create new categories at any time.
If you need to move a document to a different category, just click on the pencil icon of the document, select the relevant category, then click Upload.
Can an uploaded document be signed digitally?
You can upload documents to be signed, but there are different steps to do this. To create a signable document - Read more >
📎NOTE: You can't view or sign signable documents on the Sage HR app.
Can employee users upload documents?
Yes they can. but only if this has been enabled in your settings.