When creating an onboarding process, you can add multiple documents to enable your people to review and sign off on company policies and other important documents. As your business changes, you can also amend what policies are included in onboarding. This article will review how to add a policy to your onboarding process.
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1. First, to add a policy to your onboarding process you need to ensure you have added the policy to your Organisation Library. For support on completing this, please click here to view a step by step guide.
2. Second you need to set up security setting of a document. Please refer to the following article for the steps: How Do I Update The Security Settings Of A Document?
3. Navigate to Settings > Rules and select the Process templates tab
4. Under the Process Group drop-down select Onboarding and Off Boarding and then under the Process Select the Process drop-down select your onboarding process.
5. Scroll down to the Process Steps Setup and find the step that currently contains your policies. This is typically called Important Policies, Important Documents, etc. If no such step exists please click Add Step.
Note: If adding a new step, you'll need to ensure that you have completed Step Title, Step Group, Target Completion Date, Estimated effort in minutes for this step fields in order to be able to Save this when completed
6. When editing the step, select 'Read Document' from the Content type drop-down.
7. Click Add from library and find the documents within your Org Library that you want included in this step. You can have multiple documents in one step.
Important note: When adding new policies, you will need to also add the existing policies as the selected documents will replace the currently attached documents
8. Select what level of auditing you would like to apply to the documents being read.
i. None: untick "Must "Accept" and "Decline"' for the user to only be required to read the policies but not accept them. This will store a copy of the policies in the employee library but won't watermark stamped them.
ii. Accept Documents: Tick "Must "Accept" and "Decline"', and select 'None' under Required Security to Accept. This will require the employee to Accept or Decline the policies and watermark each page of the documents confirming acceptance. The watermark will stamp “Accepted”, including date and time. A copy of the policies with the watermark will be stored in the employee library.
iii. Authorised Documents: Tick "Must "Accept" and "Decline"', and select 'Password' under Required Security to Accept. This will require the employee to enter their password to Accept or Decline the policies and watermark each page of the documents confirming acceptance. The watermark will stamp “Authorised”, including date and time. A copy of the policies with the watermark will be stored in the employee library.
iv. Signed Documents: Tick "Must "Accept" and "Decline"', and select 'Signature (and password)' under Required Security to Accept. This will require the employee to enter their password and digital signature to Accept or Decline the policies and watermark each page of the documents confirming acceptance. The watermark will stamp “Signed”, including date and time. A copy of the policies with the watermark will be stored in the employee library.
Note: If a signature is required in a specific spot, this will need to be mapped. See How To Map a Signature To A Form or Document
9. Fill in details in the remainder of the step and click Save.