Frequently Asked Questions for Document Management

Audience & Scope

Audience: HR Admin / Manager / Employee

Module: Document Management

Country: Global

Pre-requisites: Access to Document Management module

Frequently Asked Questions

Q: What are Manual Fields and Dynamic Fields in a template?

A: Manual Fields are fields that are added during the drafting stage but must be filled in manually when generating the document while Dynamic Fields automatically pull employee information from the system based on the data available in the employee’s profile.

Q: How do I activate a template after creating it?

A: After saving the template, it will be in Draft status by default. Click the three-dot icon next to the template and select Activate Template, then confirm the action in the pop-up notification.

Q: Can I update employee information before generating the document?

A: Yes. If employee information has been updated, you can click Refresh Employee Data to capture the latest information before generating the document.

Q: How can I track the status of document generation?

A: Once documents are generated, they will initially show an In Progress status. You can click See Details for updates. When the process is complete, the status will change to Completed.

Q: Can I add more employees after creating the document generation request?

A: Yes. If additional employees need to be included, you can add employees to the list before generating the documents.

Q: Can I download or delete generated documents?

A: Yes. Once the document generation is completed, you will be able to download a copy of the document or delete it if it is no longer required.

Q: Where will generated documents be stored?

A: Generated documents will be saved under the Employee Profile → Document tab.

Q: Do employees need additional permissions to sign documents?

A: Yes. Employees who are required to sign documents must have the Document Management permission enabled under MyHR. Managers and Heads of Department must also have the Document Management permission enabled under Team Dashboard.

Q: Do signatures need to be completed in a specific order?

A: No. All assigned signers can review and sign the document simultaneously. There is no sequential approval order, allowing the signing process to be completed more efficiently.

Q: What happens if I enable the Document Workflow but forget to add a signature field?

A: The template editor will display a warning indicating that a required signature field is missing. The warning will only disappear once a signature field has been added for every role included in the workflow.

Q: When is a document marked as completed?

A: A document is automatically marked as Completed once all required signers have submitted their signatures.

Q: Where do users sign their assigned documents?

A: The signing location depends on the user's role:

• Employees sign documents through MyHR → Document Management.

• Managers, Heads of Department, and Specific Employees sign documents through Team Dashboard → Document Management.

Related Articles

1. Document Management Configuration for User Permissions

2. Setting up the Document Management module as the HR Admin

3. How to Create Custom Document Folders for BrioHR Employee Profiles

4. Employee Personal Files in BrioHR: How to Upload, Manage and Access Documents

5. How to Use the Document Workflow feature in Document Management 

Ownership

By: Arveena