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Make it easy for HR to request expiring documents from employees
Proactively Manage Employee Documents
In only 6 steps
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REQUEST AN EXPIRING DOCUMENT
UKG Document Manager, part of the UKG HR Service Delivery platform, makes it easy for HR representatives like Emily to actively manage documents efficiently and compliantly. See how simple it is for her to perform a routine document audit and quickly ensure all employee documents are up-to-date and accurate.
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Click to search documents
To perform a routine document audit, Emily conducts an advanced search in UKG Document Manager, where employee documents can be denoted with expiration dates and retention schedules to maintain compliance. In this case, she’s auditing employee visas, so she inputs “visa” as the document type and sets her search criteria for documents expiring within the next month.
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Click to search the knowledge base
Sophia starts by logging into her company’s knowledge base to review their maternity leave policy. She can find this information multiple ways, including typing keywords into the search bar.
Employee Self-Service
Sophia recently received some great news — she’s about to become a first-time mother! Let’s see how UKG People Assist, part of the UKG HR Service Delivery platform, empowers her to find the relevant policy information and initiate the maternity leave process through self-service.
Emily’s search results reveal that one employee, Michael Bell, has a visa that’s due to expire within the next month. To stay ahead of this expiration date and avoid non-compliance risks, Emily needs an updated visa from Michael. She can submit a request for this document directly from Michael’s employee folder.
Click to open Michael’s folder
Click to view the article
Sophia’s search turns up the maternity leave article that’s relevant to her. This personalized result is based on the information that exists in her company’s human resource information system (HRIS). Since Sophia is a full-time employee, she won't see the policy for part-time workers.
Click to send the request
To request an updated visa from Michael, Emily selects the Document Requests tab at the top of the employee folder, inputs the necessary information, then submits the request to Michael.
Click to submit the maternity leave form
Sophia reviews the maternity leave policy and necessary steps. Now that she has the information she needs, she’s ready to kick off the process, which she can do directly from the article.
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A confirmation page lets Emily know her request has been successfully submitted. Michael is notified of the document request via email. From there, he navigates directly to UKG Document Manager and submits his updated visa immediately.
Click to see the request as Michael
UKG People Assist is integrated with ACME's HRIS, so Sophia doesn’t need to re-enter her employee data. It’s automatically carried over. Sophia just needs to enter any additional information or relevant documentation that pertains to this particular request.
Michael can complete this request anytime, anywhere, using any device. On his phone, he navigates to the request and uploads a new visa. Emily is then notified that the request was completed and can review the document.
Click to review the document
Based on predefined workflows, Sophia’s request is routed to the right HR specialists to manage. From here, Sophia can easily track the status of her request and any other requests she previously sent to HR.
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Emily logs into UKG Document Manager to review Michael’s document and enters the new expiration information. This step ensures Emily can always stay ahead of compliance requirements. Once the validation is complete, Emily clicks Save, which automatically adds this updated document to Michael’s employee folder. By performing this simple six-step document audit, Emily can easily ensure compliance and quickly get back to her other job duties.
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Sophia can easily view all her open and closed requests and see exactly where each one is in the process. She can also drill into any of these requests to view further details, including any messages exchanged with HR. With UKG People Assist, employees can quickly and easily initiate complex processes on their own, saving everyone time and avoiding confusion. Discover how your organization can enable employee self-service like this.