Note: The Process Employee Uploaded Documents option is only enabled for organizations that have licensed both the Web Link and K12Docs modules; if an organization does not have Web Link licensed but does have K12Docs and the My Benefits Channel software licensed, the Process Employee Uploaded Documents option will be disabled and the option will need to be accessed by clicking the alert (see the Tip under Step 1).
From the Payroll or Human Resources screen, select the Options menu, and then Process Employee Uploaded Documents.
Note: The Process Employee Uploaded Documents option can also be accessed from the Options menu within the Employee File. If all the pending employee documents have been processed, a message will appear stating there are no employee documents to process; click OK.
Tip: An alert will appear on the Payroll and Human Resources screen under the Alerts section for users with rights to the modules if there are employee documents pending; if applicable, click the alert to access the Process Employee Uploaded Documents option and then continue with the steps below.
The Process Employee Uploaded Documents screen will appear listing the employee documents in the Employee Uploaded (Pending) subfolder within the SUI_PR_Employees application that were uploaded from Web Link or My Benefits Channel, or manually added to that subfolder from within K12Docs itself, and waiting to be indexed and filed in K12Docs.
Tip: If needed, to view a document, click the View button located to the left of the desired document; or to delete a document that should not be indexed and filed in K12Docs, click the Delete button located to the right of the desired document.
To index and file a document to K12Docs, complete the following:
Click the Process button located to the left of the desired document.
The Process Document screen for the specified employee will display.
Complete the Subfolder field by clicking the down-arrow button to select the desired subfolder within the SUI_PR_Employees application in K12Docs for where to file the document.
Complete the attributes for the document as desired:
Enter a description (up to 100 characters) for the document in the Document Description field. The description the employee entered when uploading the document in Web Link (if applicable) will appear by default but can be changed.
Enter the date of the document in the Document Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date. The date the employee entered when the document was uploaded in Web Link will appear by default but can be changed.
If applicable, enter the appropriate information for any additional attribute fields.
Note: The values for the other document attributes that are known by the system (for example, Created By) appear by default and cannot be changed; also, document attributes that are defined as read only (within K12Docs) will be disabled.
Click the Save button to finish indexing and filing the document in K12Docs.
The Process Employe Uploaded Documents screen will be refreshed to list only the remaining documents still pending.
Repeat Steps 3-4 as many times as needed.
After all the desired pending documents have been processed, click the X in the upper right-hand corner to close the Process Employee Uploaded Documents screen.