Document and Form Sharing allows employers and employees to securely share and submit documents and reports online. Employers could easily and securely share documents such as Employee Manual, Company Policy, Sales Contract Template, Expenses Claim Form, various HR forms with employees. On the other hand, employees could also submit various documents to HR such as Timesheet, Resume or CV, various certificates etc. The employee submitted documents could also be optionally shared with Line Manager, Head of Department or Head of Branch.
Each document/ form uploaded could be up to 5 MB in size.
Sharing Document and Form
Document and Form is accessible via Team->Document & Form for both Employer and Employee Web Account.
You may decide if a document/ form uploaded to HR.my is accessible by either All Employees, only HR.my Administrator or Selected Employee. When the sharing scope is Selected Employee, you could optionally share the same document with the target employee's Line Manager, Head of Department or Head of Branch too. When a document is uploaded by an employee, the sharing scope will be restricted to Selected Employee, i.e. the person who uploads the document.
Typical use cases for various sharing scope:
All Employees - this is primarily used to share organization-wide documents, such as Employee Manual, Company Policy, Sales Contract Template etc.
HR.my Administrator - this is for HR functions to share important documents among themselves, such as Employment Contract Template etc.
Selected Employee - this is a two-way sharing option. HR.my Administrator could share a document with a particular employee or vice versa, such as HR.my Administrator sharing an Employment Contract or serving a Disciplinary Warning Letter with an employee (with optional access by Line Manager, Head of Department or Head of Branch), or an employee uploading a Resume or Timesheet for HR's purpose. An employee may also upload various reports that need to be reviewed or accessed by his / her Line Manager, Head of Department or Head of Branch.
When you are preparing a document/ form for sharing, you may also categorize it according to the type of the document/ form, for instance, you may categorize a Sales Contract Template under either Sales category or Contract category.
Data Export Storage
When you initiate a data export, HR.my will process the export and store the exported output in Document and Form. You will be notified by email with the pertinent Document and Form record that stores the requested export when it's done.
About HR.my Storage Size
Each employer account starts with 100 MB HR.my storage by default. However, there is NO storage limit for data, employee photos and company logo. You may add UNLIMITED employee records, perform UNLIMITED transactions for Leave Management, capture UNLIMITED Attendance & Time Clock records and etc.
The free storage provided is for the purpose of storing individual files uploaded (e.g. Word, Excel, PDF files etc.) for Document & Form Sharing, Document Workflow, Selfie for Time Clock, exported reports, plus other attachments (such as employee leave application attachments or Discussion Forum attachments).
Storage used is indicated in Home->Overview->Storage used. Clicking at this field will further break down the usage of the storage by Leave Attachment, Document & Form, Document Management, Selfie Image or Discussion Attachment.
When you are running low on storage, you may make room by cleaning up some obsolete files or records in Document & Form Sharing, Document Management, Attendance Management, Discussions or Leave Attachments. To delete no longer needed Leave Attachments, you may visit Employer->File Storage.