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Access and Manage Employee Documents Directly from the brioHR Mobile App

Access, upload and manage employee documents directly from the brioHR mobile app. Learn how Employees and Managers can view files and approve document change requests on the go.

Audience & Scope

Audience: HR Admin, Managers, Employees

Module: Employee Profile, Documents

Country: Global

Pre-requisites: Access to Documents on profile, assigned as approver for Profile Change Requests

 

Managing employee documents is now more convenient with the latest enhancement to the brioHR mobile app! Employees and Managers can now access and manage documents directly from the mobile app, making it easier to view, upload, share and manage important files while on the go.

With the new Documents tab available on the Profile screen, users can conveniently access their own documents or their colleagues' documents, depending on their assigned permissions.

Additionally, Managers and other authorised approvers can review and approve document changes submitted through the Profile Change Request (PCR) process directly from the mobile app.

 

Accessing Your Own Documents

1. Open the brioHR mobile app and navigate to the Account tab.

2. Tap View Profile to access your employee profile.

3. On the Profile screen, select the new Documents tab, located beside the Profile tab.

4. You will see your Personal Files and available active folders.

5. Tap on Personal Files or any folder to view the documents stored inside.

6. Depending on your assigned permissions, you can perform the following actions:

  • Add Files: Upload new documents using the Add File button at the bottom of the file list.
  • Preview Files: Tap on a document to preview its contents.
  • Share Files: Share your documents directly from the file preview.
  • Delete Files: Remove documents when necessary. A confirmation message will appear before the file is deleted.

 

Accessing Colleagues' Documents

Managers and authorised HR users can also access their colleagues' documents directly from the mobile app, depending on their assigned permissions.

1. Open the employee search function in the brioHR mobile app.

2. Search for and select the employee whose documents you wish to access.

3. Open the employee's profile.

4. Tap the Documents tab to view their Personal Files and available folders.

5. Select a folder or Personal Files to view the documents stored inside.

6. Depending on your assigned permissions, you can also upload, preview, share and delete documents.

IMPORTANT:

Uploading and deleting documents will apply directly to the employee's profile, unless the document change is part of a pending request submitted by the employee.

 

 

Approving Document Changes Through Profile Change Requests

Managers and authorised approvers can now review and approve document changes directly from the brioHR mobile app.

When an employee submits a document change through the Profile Change Request (PCR) process, the assigned approver will receive a push notification.

1. Tap the push notification or navigate to the Task List in the mobile app.

2. Select Approve a document change.

3. Review the submitted document change under the Request List or History section.

4. Choose one of the following actions:

    • Approve: Approve the document change request.
    • Reject: Reject the request, with an optional reason for rejection.
    • Dismiss: Dismiss the request.

5. Once an action is completed, the requester will receive a push notification.

 

6. If the request is rejected, the employee will also receive a Document Change Rejected task, which includes the reason provided by the approver.

NOTE: 

  1. Access to employee documents depends on the user's assigned permissions.

  2. Employees can manage their own documents, while Managers and authorized HR users can access colleagues' documents based on their permissions.

  3. Document changes submitted through the Profile Change Request process will follow the configured approval workflow.

  4. Approvers can review, approve, reject or dismiss document change requests directly from the mobile app.

 

Related Articles

How to Enable and Manage the Profile Change Requests Feature in BrioHR 

How to Approve or Reject Profile Change Requests in BrioHR 

 

Ownership

By: Arveena