Key features
Documents
Keep your documents safe and up to date with a wealth of compliancy tools built in.
Each document type allows for a defined set of rules used to configure permissions and pre-upload questionnaires. Webx HR's Document Management System will automatically post newly uploaded documents to the secure server. Once stored, company administrators can define who has access to view and edit documents. Each document contains a history of all changes made by users.
Features
Pre-upload questionnaire
Improve document quality by implementing questionnaires.
Prior to documents being uploaded, they can be configured, so that the submitter must complete a questionnaire. For example, the submitter is wanting to upload a passport. However, the company has strict policies as to which part of the passport can be uploaded. Thus the questionnaire can be used to remind the submitter of the polices - forcing them to confirm they have met each policy prior to uploading.
Document centralisation
All documents safely managed in one place.
Webx HR's DMS allows for the centralisation of documents, which can be viewed on a computer, tablet or mobile phone. Thus allowing staff working remotely quick and easy access to documentation as and when its needed.
Off-server storage
Making sure your documents are safe.
Webx HR stores all documents off-server to ensure legal requirements are maintained and to enhance security surrounding sensitive documents.
Document history
Keep track of all updates with document versioning.
The DMS supports version control, keeping track of dates, times and staff names who make changes to documents. Historical documents can be viewed at any time by staff with the correct permissions.
Approval systems
Customise document approvals to suit your company's protocols.
Staff roles can be configured to have all of the uploaded documents automatically approved, or for the uploaded document to require approval. These settings can also be fine tuned on each document.
When a document is uploaded, and requires approval, a staff member with the correct permissions is required to approve or reject the uploaded document. Webx HR keeps rejected documentation but hides it from staff members unless they have the correct permissions.
Expiry dates
Keep documents updated with expiry notifications to users.
Documents can have expiry dates set, to trigger events on or near a document's expiry. Prior to a document's expiry date, email and SMS notifications are sent to the staff member reminding them to update said document.
Attributes
Unlock the full power of Documents by synchronising to user profiles.
Associate documents with special attributes that can be linked directly to a users profile. The DMS ties in both the approval system and expiry dates so that a user will only have attributes assigned if the associated document has been approved, if required, and the document is still within date.
Compliancy
Let Webx HR Documents handle staff compliancy with automatic notifications.
The combination of the approval system coupled with the expiry dates to automate the addition and removal of attributes can be used to ensure users stay compliant. The reminder emails sent out prior to documents expiring, automates this process, ensuring users always know when they will become non-compliant.
Academy
Link documents directly to Academy for a fully hands-off experience.
Sync Webx HR Documents with Academy to automatically chase staff to complete courses when their documents and associated attributes are soon to expire. Successful completion of the course would then update the related document, keeping the staff or user compliant with no manual intervention required.
Permission based
Secure your company with a full suite of document permissions.
Each document allows company administrators to define who has access permission for viewing, editing and approving documents. Which ensures that only approved users are able to view and update authorised documents.
Reports
Never lose track of a document's status again with the report tools.
Expiring documents report helps staff to track all expiring documents and what is within date, or out of date. This gives users a summary of all staff's status, including attributes and expiry dates. Allowing staff to see any potential issues arising from staff becoming non-compliant.
