Simon Help Portal

Document Upload Centre

The Document Upload Centre is used to configure the documents that you require a user to upload at the end of their Forms element in an experience. Examples of documents that may be requested include driver’s licence, qualifications, and a letter from a superannuation fund.

Note – Document Upload requests are only able to be delivered as part of a Forms element in an experience, i.e. if the Forms element is not included, you will not be able to request any documents to be uploaded. For more information on delivering an experience, please refer to the Deliver An Experience guide.

To access this module, log in to the Control Panel from the Simon home page located at https://<yoursubdomain>.exphub.com.au/manager. Navigate to the Global Site Configuration menu and click to expand. Finally, select “Document Upload Centre”.

Creating a new Document Upload Request

To create a new Document Upload Request, navigate to Global Site Configuration > Document Upload Centre > Add Upload Request and follow the below steps:

1. Outline the document you are requesting from the user in the Instruction to Employee field. The wording you use in this section is exactly what the user will see. Example wording is “Please upload a copy of your driver’s licence or passport”.

2. Name the document in the Document Name field. This is what the file will be named in the Experience Documents, for example “licence”. For more information about downloading Experience Documents, please refer to the My Experiences guide.

3. If you require the document request to appear based on how the user answers a question in their Forms element, select the relevant Field and then the relevant answer. For example – if you only want the document to be uploaded if the user indicates they are from Queensland, you would select “What is your state?” in the Select Question field, and “Queensland” in the Select Answer field. The request would then only be asked of those who answered Queensland. If you do not require a trigger for the upload, you can leave this section blank.

Note 1 – Each triggered Document Upload can only be attached to one Field. If you have multiple Form Groups with similar questions, you will need to create a triggered Document Upload request for each different form group, and differentiate the name of each one so that you know which one to select when delivering the experience (e.g. you may have an (E) at the start for Employees, and a (C) at the start for Contractors). For more information about Form Groups, please refer to the Forms guide.

Note 2 – Triggered Document Upload requests will need to be selected when you are delivering the experience to the user, even though you will not yet know whether it will be required. The system will determine whether to request the upload based on the configured responses. If you do not select the Document Upload when delivering the experience, the request will never be made. For more information about delivering an experience, please refer to the Deliver An Experience guide.

Note 3 – Only fields that have been configured as a List Label Type will be available to use as a trigger. For more information about Fields, please refer to the Forms guide.

4. Select whether the upload is Required or Optional. If you select required, the user will not be able to continue with their experience until the document has been uploaded. If you select Optional, the user will be able to skip the upload.

5a. If you'd like to configure an expiry date for the document, select "Yes" in "Track Expiry Dates". If you don't require an expiry date to be configured, this can be left as "No". For more information about document expiry dates, please refer to the Employee Files guide.

5b. Select whether the file should expire automatically (Upload Date or Set from Custom Field) or whether you will set the expiry date manually (Set Manually). If you select Upload Date or Set from Custom Field, you'll also need to enter the number of days after the document has been uploaded by the user (for Upload Date) or number of days after the date in the corresponding Custom Field on the user's profile (Set from Custom Field) that it should expire. For example - if you enter 365 days on Upload Date, the document will expire exactly 365 days after it's been uploaded by the user. If you enter 365 days on Set from Custom Field, the document will expire exactly 365 days after the date contained in the selected Custom Field for that user. If you select "Set Manually", you'll need to update the expiry date and notification in Employee Files after the user has uploaded the relevant document. For more information, please refer to the Employee Files guide.

5c. If you selected Set from Custom Field, select the Custom Field on the user’s profile that will contain the reference date. Note: Only date custom fields will be available in this list.

5d. If you'd like a notification to deliver on the date the document expires, select the notification from the list. If you haven't yet configured any notifications to trigger based on Document Expiry, you'll need to do this before you can select a notification to deliver. For more information on creating a notification, please refer to the Notification Centre guide.

6. After all fields relevant fields have been completed, click the Submit button to save.

If your organisation has API enabled, you may see an additional option to configure assignment rules. For assistance with assignment rules for your specific API configuration, or to enquire about enabling API for your organisation, please contact your Account Manager or e-mail help@thinksimon.com.au.

Editing a Document Upload Request

To edit a Document Upload Request, navigate to Global Site Configuration > Document Upload Centre > All Document Requests. You will then be presented with a list of all configured Document Upload Requests.

All Document Requests field definitions

Field Name	Description	Tips and information
ID	The system generated identification number given to the Document Upload Request.	This ID number is a system generated field only.
Label Name	The name that has been configured for the Document Upload Request.	This is the request the user will be shown and the name you will see when selecting the Document Upload Request(s) when delivering an experience.   For more information about delivering an experience, please refer to the Deliver An Experience guide.
Status	Shows whether the Document Upload Request is Active (can be selected) or Inactive (cannot be selected).	To change a Document Upload Request to Active or Inactive, click the Status button. Tip - Before making a Document Upload Request inactive, check if it's included in a Document Upload Group. If it is, remove it from the Document Upload Group before making it inactive. For more information about Document Upload Groups, please continue reading below.
Last Updated/Last Updated By	The Last Updated and Last Updated By columns show the date and time the Document Upload Request was last edited and which administrator made the edit.	The time will be displayed in your organisation's configured timezone.
Actions	Options to Edit or Delete.	We recommend making a Document Upload Request inactive rather than deleting. If a Document Upload Request is deleted, it cannot be retrieved. If a Document Upload Request is deleted and it is allocated to a user via the Forms element in their experience, the user will no longer be asked to upload the document.   For information about editing a Document Upload Request, please continue reading below.

To edit a Document Upload Request, select the Edit option from the Actions menu next to the relevant request. You will then be presented with a screen identical to the Add New Upload Request screen. For more information about the fields on this screen, please refer to the Creating a New Document Upload Request section above.

Important - Any changes that are made to a Document Upload Request will be instantly visible to any users who have the request allocated to them (via the Forms element) in their experience.

Document Upload Groups

Document Upload Groups allow you to group Document Upload Requests together. Using Document Upload Groups means that you don’t need to select each Document Upload Request separately for each experience – you can simply select the relevant group.

Creating a new Document Upload Group

1. Navigate to Global Site Configuration > Document Upload Centre > Document Upload Groups > Add New Document Upload Group.

2. Name the new Document Upload Group. This is the name that will show in the list when selecting the Document Upload Requests to include in an experience.

3. Tick the Document Upload Requests that should be included in the experience each time the Document Upload Group is selected. Only active Document Upload Requests will appear in this list. Tip - There’s no limit to the number of upload requests that can be included in a group, and no limit to the number of groups an upload request can be included in.

4. Click Submit. The Document Upload Group will now be ready to use.

Editing a Document Upload Group

Navigate to Global Site Configuration > Document Upload Centre > Document Upload Groups > All Document Upload Groups. You will then be presented with a list of Document Upload Groups that have been configured.

All Document Groups field definitions

Field Name	Description	Tips and information
ID	The system generated identification number given to the Document Upload Group.	This ID number is a system generated field only.
Document Group Name	The name that has been configured for the Document Upload Group.	This is the name you will see when selecting the Document Upload Group when configuring an experience.   For more information about delivering an experience, please refer to the Deliver An Experience guide.
Status	Shows whether the Document Upload Group is Active (can be selected) or Inactive (cannot be selected).	To change a Document Upload Group to Active or Inactive, click the Status button. Making a Document Upload Group inactive will not make any Document Upload Requests that are included in the group inactive. For more information about changing a Document Upload Request to Inactive, please refer to the Editing a Document Upload Request section above.
Last Updated/Last Updated By	The Last Updated and Last Updated By columns show the date and time the Document Upload Group was last edited and which administrator made the edit.	The time will be displayed in your organisation's configured timezone.
Actions	Options to Edit or Delete.	We recommend making a Document Upload Group inactive rather than deleting. If a Document Upload Group is deleted, it cannot be retrieved.   For information about editing a Document Upload Group, please continue reading below.

To edit a Document Upload Group, select the Edit option from the Actions menu next to the relevant group. You will then be presented with a screen identical to the Add New Document Upload Group screen. For more information about these fields, please refer to the Add New Document Upload Group section above.

File Categories

File Categories can be used to tag files uploaded by an administrator into categories (for example – you may create a category named Highly Confidential for highly confidential documents). When a file has one or more File Categories configured, these categories will show next to the document in Employee Files. You can also filter using these categories in System Reports. For more information about Employee Files, please refer to the Employee Files guide. For more information about System Reports, please refer to the System Reports guide.

Creating a new File Category

1. Navigate to Global Site Configuration > Document Upload Centre > File Categories.

2. Click the blue “Add New” button in the top right-hand corner of the screen.

3. Type the name of the category in the “File Category Name” field (e.g. Highly Confidential).

4. Type an alias for the category in the “Alias” field. The alias must be unique and must not include spaces.

5. Click Submit. The File Category can now be added to any files uploaded to Employee Files. For more information about Employee Files, please refer to the Employee Files guide.

Editing a File Category

Navigate to Global Site Configuration > Document Upload Centre > File Categories. You will then be presented with a list of File Categories that have been configured.

File Categories field definitions

Field Name	Description	Tips and information
ID	The system generated identification number given to the File Category.	This ID number is a system generated field only.
Name	The name that has been configured for the File Category.	This is the “tag” you will see attached to the document in Employee Files and System Reports. For more information about Employee Files, please refer to the Employee Files guide. For more information about System Reports, please refer to the System Reports guide.
Alias	The alias that has been configured for the File Category.	The alias is a system field only.
Status	Shows whether the File Category is Active (can be selected and used) or Inactive (cannot be selected or used).	To change a File Category to Active or Inactive, click the Status button. Note - Making a File Category inactive will remove the category from any documents that it's currently attached to.
Last Updated/Last Updated By	The Last Updated and Last Updated By columns show the date and time the File Category was last edited and which administrator made the edit.	The time will be displayed in your organisation's configured timezone.
Actions	Options to Edit or Delete.	We recommend making a File Category inactive rather than deleting. If a File Category is deleted, it cannot be retrieved.   For information about editing a File Category, please continue reading below.

To edit a File Category, select the Edit option from the Actions menu next to the relevant category. You will then be presented with a screen identical to the Add New File Category screen. For more information about these fields, please refer to the Creating a new File Category section above.