Simon Help Portal

Employee Files

The Employee Files module can be used to store files related to the user. These files are visible only to Administrators – the user does not have access to these files. There are two types of files that are saved in this section. Uploaded files are files that are uploaded by an Administrator, for example Personnel Documents. Document Uploads are files that have been uploaded by the user in response to a Document Upload Request. To learn more about Document Upload Requests, please refer to the Document Upload Centre 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 Employee Administration module, and select Manage Employees. Select “View” from the Actions menu next to the user the files are related to. Finally, click the Employee Files tab. You will then be presented with files that have been uploaded in relation to the selected user.

Employee Files Field Definitions

Uploading a file as an Administrator

To upload a file as an Administrator, navigate to Employee Administration > Manage Employees > Actions > View > Employee Files and follow the below steps:

1. Click the “Click to select files for uploading” button.

2. Select the file(s) you would like to upload to the user's file. Tip: A maximum of 10 files can be uploaded at once. To upload more than 10 files, you will need to upload in batches. Files must be in .pdf, .jpg or .png format.

3. If you would like to rename the file, type the name you would like to assign in the Label field.

4. If you would like to assign a File Category (or Categories) to the file, tick all categories you'd like to tag the file with. For more information about File Categories, please refer to the Document Upload Centre guide.

5. Click "Save"

The files that were uploaded will then appear in the table.

Files uploaded by a user

Files that a user uploads as a result of a Document Upload Request will automatically be saved in their files as well as in the My Experiences table.

For more information about Document Upload Requests, please refer to the Document Upload Centre guide. For more information about My Experiences, please refer to the My Experiences guide.

Viewing, Renaming and Deleting Files

To view a file, select “View” from the Actions menu next to the file. This will open a copy of the file in your browser.

To rename a file, select “Rename” from the Actions menu next to the file. Type in the new label name and press Submit. This will update the label of the file. Note: The rename option is only available for files uploaded by an Administrator.

To delete a file, select “Delete” from the Actions menu next to the file. Important: Files cannot be retrieved after they have been deleted. Consider renaming a file (e.g. adding “ARCHIVED” at the start of the label) instead of deleting the file. Any files that were uploaded by the user that are deleted will be removed from Simon entirely, including in My Experiences.

Document expiry dates

Expiry dates can be configured for documents that need to be kept current by a user (e.g. a licence). Expiry notifications can be configured and attached to documents that will deliver to recipients on the date that the document is configured to expire. Expiry dates can be configured on any file that is saved in Employee Files.

Expiry Dates on documents that have been uploaded into Employee Files by an administrator can be reported on and exported as a .csv file using System Reports. For more information about System Reports, please refer to the System Reports guide. For more information about uploading a file as an administrator, please refer to the Uploading a file as an Administrator section above.

1. Adding an expiry date to a document

Expiry dates can be automatically configured on a Document Upload Request for documents uploaded by a user. For more information about configuring automatic expiry dates, please refer to the Document Upload Centre guide.
 
To manually set an expiry date on a file, navigate to Employee Administration > Manage Employee. Select “View” from the Actions menu next to the relevant employee, and then select the “Employee Files” tab. Finally, select “Expiry Date and Notifications” from the Actions menu next to the relevant file.
 
Select the date that the document should expire in the “What is the expiry date of this document?” field. On this date, the STATUS of the document will change from Current to Expired, denoting that the document is no longer current.
 
If you’d like to deliver a notification on the date of expiry (e.g. a reminder to HR to collect an updated version of the document), select the notification from the list in the “What notification sends on the expiry date?” field. Note – Only notifications that are configured to trigger on Document Expiry will appear in this list. For more information about notification triggers, please refer to the Notification Centre guide.
 
Finally, click the “Save changes” button to save the configuration.

Example:

The below document will expire on the 14th of June 2022. On this date, the "Reminder - Licence Expiry" notification will be delivered to recipients.

2. Editing and removing a document's expiry date

To edit a document’s expiry date, navigate to Employee Administration > Manage Employee. Select “View” from the Actions menu next to the relevant employee, and then select the “Employee Files” tab. Finally, select “Expiry Date and Notifications” from the Actions menu next to the relevant file. You’ll then be presented with the current expiry configuration for the file. Make any necessary changes, and then click “Save changes”.
 
To remove a document’s expiry date, navigate to Employee Administration > Manage Employee. Select “View” from the Actions menu next to the relevant employee, and then select the “Employee Files” tab. Finally, select “Expiry Date and Notifications” from the Actions menu next to the relevant file. You’ll then be presented with the current expiry configuration for the file. Click the “Remove” button. This will remove all expiry information. Any expiry notifications that have been configured will no longer send, and the STATUS of the document will be removed.