Start here - Adding Documents Overview

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In Documents, you can add reusable document templates or "view-only" documents which you can assign to one or more employees. 

Important note

You can't create a document from scratch in Humi. Instead, you must upload your document as a ".pdf" file. Learn how to format your document here. 

There are three types of documents you can upload:

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  • Offer Letter Template – contains personalized fields that you can easily customize for each candidate.
  • Signing Templates – a reusable template for documents that require signatures from employees. 
  • View-Only Document –  a non-legally binding document that employees can view or acknowledge.

Learn about Document Types here.

Adding documents

For documents that require an employee acknowledgement or signature, there are two steps to complete:

  1. Add the document in Humi and format it using the Template Editor to add in all those important bits like signature fields, dates, and whatever else you need.
  2. Once your document looks good, assign it to the relevant employees for their signature or acknowledgment.

Note: If you're just uploading a "view-only" document to a shared drive, everyone can check it out right away.

Step 1 – Adding documents in Humi 

When crafting your template in the template editor, remember to leave blank spaces where you'll need signatures, dates, initials, and such. That way, when you upload the document into Humi, you'll have the perfect spots to add these fields using the "Template Editor."

Tips & Resources

Want to master the ins and outs of the template editor? Dive into our comprehensive Template Editor Guide for all the tips and tricks you'll need!

We've also put together some super helpful step-by-step guides to walk you through formatting your "Offer Letter" or "Signing" document templates. With these guides, you'll be a document pro in no time.

 

Adding documents in Humi is a piece of cake, and you've got options:

  1. The Documents module: In Documents, click the + Add Document button and select the document type you need. Once you've added your document here, you can reuse it and assign it to as many employees as you like. Talk about efficiency!
  2. Directly to a specific employee's profile: If you have employee-specific documents, you can add them directly to your employee's profiles. In addition, you can decide who gets to see them.

    For example, let's say you've got a warning letter for an employee, but you don't want them to see it.
    No problem! Just upload it to their profile and choose which roles can access the document's visibility.
    For instance, you can give access to Managers or Admins only. That way, the document stays where it needs to be, but it's invisible to the employee.

    With this feature, you can keep sensitive information under wraps while ensuring the right people have access to it. Pretty neat, right? Learn how to add documents directly to an employee's profile.

Step 2 – Assign documents to employees

Once you've added your offer letter template, signing template or view-only document, the next step is assigning it to the employees you require to sign or acknowledge they've read it.

To make it easy for you, we've provided links to the articles you need:

  1. How to send an offer letter: Learn how to send personalized offer letters to your candidates.
  2. Assign a "Signing" template: Send documents to employees who need to sign documents.
  3. Assign a "View-Only" document: Share view-only documents with your team for reading or acknowledgment.

Once you've assigned signing documents to employees, the fields you added using the template editor will auto-populate with employee-specific information pulled from their employee profiles. This means you don't have to manually enter the same information for each employee.

When sending the offer letter from Humi, you'll have the flexibility to enter custom information in the fields you added to the offer letter, such as salary and date of hire.

Document templates are a fantastic time-saver, allowing you to create one document that Humi can easily tailor to each employee using the template editor.

Want to dive deeper into document templates? Check out this post "How do document templates work?" to learn more.

 

Managing documents in Humi is easy with our intuitive platform and helpful features. Whether you're uploading offer letter templates, signing documents, or view-only files, you have the flexibility to customize, assign, and track documents with ease.

By following the steps outlined in this guide, you'll be able to streamline your document management process, save time, and ensure compliance with your organization's policies.

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