Employee documents

Employee documents

Overview

The Documents feature in TMS allows you to view documents stored in TMS that relate to you and you have permission to view. The feature also allows you to upload new documents to TMS and to create links to external files and websites. Your Supervisor can upload documents to TMS which you may also be able to view. The documents you upload and the links you create are associated with specific folders (database tables) in TMS. For example, details of your company pension scheme might be uploaded to your Retirement details folder.


You will only be able to view and upload documents if the feature has been enabled for you by a Supervisor.


You can access the Documents feature from the drop-down Header pane by clicking TMS in the header, or by going into Employee Details and clicking Documents on the left-hand navigation pane. You may also be able to access your documents from the Menu and Shortcuts Widgets if they are displayed on your Dashboard.


Selecting Documents from the TMS menu or clicking the Documents icon opens the Documents page displaying a list of your documents. For example:




The list shows the following details for each document:

  • Name — a short name for the document
  • Description — a more detailed description or title for the document
  • Format — the type of document either:
    • Image — an image in any standard image file format such as JPEG, PNG, BMP etc.
    • Rich Text File — a Rich Text Format (RTF) file i.e. with a .rtf file extension
    • Shortcut — a link to file stored locally or on an accessible network drive
    • Web page — a link to a website
    • Other — any other type of file such as PDF, Microsoft® Word, Excel etc.
  • Category — a document category defined by your system administrator. This may be used to limit the documents you are allowed to view
  • Date added — the date that the document was added
  • TMS Folder — the TMS folder (database table) that the document is associated with


There are two actions available from the left-hand navigation pane:

  • Close — to return to the Dashboard
  • Add document — to open the Adding documents page.
    Note: the Add document action is not displayed if you are not allowed to upload new documents and to create links

If there are no documents to view, a 'Nothing to display' message is shown. For example:




Adding a document


To add a new document to TMS, first navigate to the Documents page then click Add document in the left-hand navigation pane. The Add document page opens. For example:



You need to choose the type of document you wish to upload or add to TMS. The options are listed on the page with a brief description on the right. The description is also displayed when you hover your cursor over an option. The options are:

  • Image — select this option to upload an image
  • Rich Text File — select this option to upload a Rich Text Format file i.e. with a .rtf file extension
  • Shortcut — select this option to add a link to file
  • Web page — select this option to add a link to a website
  • Other — select this option to upload any other type of file


Click an option to open the relevant Add page. The Add pages are similar for all document types but differ slightly between the pages for uploading a file and adding a link. The following example is the page used for adding (uploading) an Image document type. For example:



The Name, Description, TMS Folder and Category fields are required for all document types:


  • Name — enter a short name for the document. The name is converted to upper case as you type. It must not contain any spaces
  • Description — enter text to describe the document
  • Path — select a database table from the drop-down list to upload the document to. For example:



    Note: In some cases you may have several records in the same folder or table. For example you may have more than one Employee skills record but only wish to associate the document with one of these. In this situation, each individual record appears in the Folder drop-down list, such as the 'Employee skills - record 1' item in the previous example

  • Category — select a Category from the drop-down list. The categories are defined by your system administrator and the list contains only those you are permitted to view. For example


  • Document location — this field is only displayed for the Image, Rich Text File or Other document types and allows you to browse to a file stored locally on your PC. The Document location field is replaced with a Path field for adding a Shortcut and with a URL field for adding a Website.


When you have completed all fields, click   Submit   to add the document to the Documents list or Cancel to abandon the addition.


Add an image or a file


To upload a new document to TMS, first navigate to the Documents page then click Add document in the left-hand navigation pane and select either the Image, Rich Text File or Other document type. An Add page opens.


Enter or select values for the Name, Description, TMS Folder and Category fields.



The Add page also includes a Document location field. For example:




Click   Browse...   to open a file browser window on your PC and navigate to the file you wish to upload.

Note: the file format must match the Document type you selected earlier, i.e. Image, Rich Text File or Other.


The path of the file is displayed in the Document location field. For example:



Click   Submit   to add the document to the Documents list or Cancel to abandon the addition.



To add a new link to a file or website to TMS, first navigate to the Documents page then click Add document in the left-hand navigation pane and select either the Shortcut or Web page document type. An Add page similar to the following opens. For example:



Enter or select values for the Name, Description, TMS Folder and Category fields.


The Add page also includes an additional field: a Path field if you are adding a Shortcut link to a document, as in the previous example, or a URL field if you are adding a link to a Web page.



Enter the full path to the document in the Path field. For example:

C:\Users\cjones\Documents\HR documents\Contract of Employment.docx


Click   Submit   to add the document to the Documents list or Cancel to abandon the addition.



Enter the URL for the web page in the Web site field. For example: http:\\www.mitrefinch.co.uk

Click   Submit   to add the document to the Documents list or Cancel to abandon the addition.


View a document


To view a document or a website linked to a folder in TMS, first navigate to the Documents page to see a list of stored items and documents in TMS that relate to you and you have permission to view. Click the Name or Description field for the document you wish to view. Depending on the Format of the document and your browser settings, the document will either open directly in the browser or there may be an additional step.


  • Image — when you view a document with the Image Format, it should open in the current browser window, depending on your browser settings
  • Rich Text File — when you view a document with the Rich Text File (RTF) Format, you may be prompted to download the file to your PC or select an application to open it with
  • Web page — when you view a document with the Web page Format, the web page should open in the current browser window, depending on your browser settings
  • Other — when you view a document with the Other Format, you may be prompted to download the file to your PC or select an application to open it with
  • Shortcut — when you view a document with the Shortcut Format, you may be prompted to download the file to your PC or select an application to open it with


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