Payroll Help

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Uploading Employee Documents in Patriot HR

You can upload and store your company’s electronic files and bookmark website links to share with employees through their employee portal. You can share reference materials for employees, such as a company handbook, blank new hire forms, a phone extension list, frequently visited websites, etc.  Employees can view your list of uploaded documents and website links when they log into their employee portal account.

Additionally, you can share specific documents and links with specific employees, such as onboarding documents, performance reviews, and confidential memos.

The document list appears to employees in their employee portal. Note that only the Display Name is shown. The employee will click the link name to open the document or website.

To add a new Shared Employee Document with all employees:

Payroll > Human Resources > Employee Documents

  1. While on the Shared tab, click Add Document.
  2. Enter the Document Name as it will appear to employees.
  3. For Document Type:
    • To upload a file, choose File and drag a file to the upload box or click the Choose File button and find the file.
    • To add a link to a website, choose Website and enter the website address. You can click “Test Link” to make sure the link works. The web page will appear in a new window.
  4. Click Add Document.
  5. Check the Display to employees box to display the file or link to your employees or you can leave the box un-checked and it will not display to employees in the portal.

To add an Individual Employee Document for a specific employee:

Payroll > Human Resources > Employee Documents

  1. While on the Individual tab, click on the specific employee.
  2. Click Add Document.
  3. Enter the Document Name as it will appear to the employee.
  4. For Document Type:
    • To upload a file, choose File and drag a file to the upload box or click the Choose File button and find the file.
    • To add a link to a website, choose Website and enter the website address. You can click “Test Link” to make sure the link works. The web page will appear in a new window.
  5. Click Add Document.
  6. Check the Display to employee box to display the file or link to your employee or you can leave the box un-checked and it will not display to your employee in the portal.

To reorder the Document List:

You can reorder the document list to appear in a certain order to employees when they view the documents in their portal.

  • Place your cursor at the left of the row, over the 3 blue dots.
  • Click and drag the row to another position.
  • Click the “Update” button to save this order.

Note: You cannot edit an attached document. To make a change, you need to remove the original document and upload the edited document.

To delete an Employee Document:

Click the trashcan icon in the row. This document will no longer appear to the employee through their employee portal.

[RELATED ARTICLE: What Is the Benefit of an Employee Handbook?]

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