Documents Overview

 

There are two main areas of Ready Pay where you may have documents and images:
HR - for example, documents/images associated with an Employee's property in their Employee file.
and
OHS - for example, documents/images may be associated with incidents or hazards.

 

Historically, documents and images were added directly within the area of use.
This might result in a large volume of storage used, particularly when multiple copies of the same items were being attached.
Document Store is a central repository for documents and images used throughout Ready Pay.
This enables the user to associate existing documents/images in the Document Store with employee files or OHS files.
This can ensure that multiple copies are not being stored unnecessarily.

Within Navigator > Documents there are two options:

• Store is a central repository for shareable documents and images used throughout the system.
  Store can be accessed via the navigator, or via HR or OHS.
  
• Documents Search gives you the ability to search all documents and images stored in the current database.
  
  

Note, please be aware of these permission restrictions:
Store is for use by the Administrator, or those with Administrator permissions. (See Security for Users.)
Documents Search is for use by the Administrator, or other users with DOCV security permissions.

 

 

Adding Documents to the Document Store

1. Once logged into Ready Pay expand the Documents node in the navigator and click on Store.
2. The Foldertab will open on the right defaulting to the documents node.
   Any documents already loaded will show in the right side panel.
   
   
   
   
3. To add documents in the Store you need to first create a folder.
   Click on New Folder button and right click to name the folder:
   
   
   
   
   
4. Click on the folder you just created and click the Add New button and complete the fields required:
   
5. Browse to the file you want to add.
   
6. Follow the same steps in Documents to add your documents.

 

You can add documents from the document store to employee files .

Adding a document to an Employee File

1. Once the employee file is open, select the Documents node on the left.
2. Click on the Document Store button in the tool bar on the right:
   
   
   
   
3. In the Document Selector popup, start typing the Document name in the field Select a Document, if you know it and double click on the document to select it.
   or Click on the search button and expand the Folder to view all documents. Double click on a document to select it.
   
   
   
   
4. Click OK and click on Link or Load in the Document Load pop up window:
   
   
   
   
5. The document will be added to the employee file:
   
   
   

 

NOTE: This document/image is linked from the Document Store - it has not added a new copy of the file here. In this way, 'database bloat' is prevented. If the file is deleted here, it is not deleted from the Document Store.