ADP Document Cloud® User Guide

[Pages:76]ADP Document Cloud?

User Guide

Spring 2018 Release

ii ADP's Trademarks

ADP, the ADP Logo, ADP A more human resource, and ADP Document Cloud are registered trademarks of ADP, LLC. Copyright ? 2018 ADP, LLC. Adobe?, the Adobe logo?, Acrobat?, the Acrobat logo? and Reader? are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Crystal Reports? is a registered trademark of Crystal Decisions in the United States and/or other countries. Microsoft?, Windows?, and Windows NT? are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Copyright ? 2018 ADP, LLC. ADP Proprietary and Confidential - All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. ADP provides this publication "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice.

Rev1

ADP Document Cloud User Guide

Contents

1 Using Document Cloud - Employee

Overview of My Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-2 Searching for an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-3 Uploading Your Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-4

Viewing an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-7 Adding a Note to Your Employee Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-8 Updating Properties for Your Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-10 Downloading Your Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-11 Deleting an Employee Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-12 Electronically Signing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-13

2 Using Document Cloud - Manager

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2 About Workflow Approval for Employee Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2 Searching for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-3

Searching for an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-5 Uploading an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-6 Viewing an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-9 Updating Properties of an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-11 Adding a Note to an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-13 Viewing Notes for an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-15 Downloading a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-16 Exporting a Document as a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-17 Exporting Documents as a ZIP File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-18 Printing an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-19 Deleting an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-20 Canceling a Required Electronic Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-21

3 Using Document Cloud - Practitioner

Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2 About Workflow Approval for Employee Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2

Setting Notification Alerts for Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3 Notify Requester That an Electronic Signature is Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3 Notify Employee That a Document is Expiring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-4

Working with Categories and Subcategories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-5

Contents ADP Document Cloud User Guide

2 Contents

Adding a Custom Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 Re-categorizing Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Importing Employee Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9 Searching Employee Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Searching Across All Employee Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Searching Across All Legacy Employee Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13 Creating an Employees with Missing Documents Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14 Creating an Employees Document Inventory Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15 Working with Employee Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16 Uploading an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16 Downloading an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18 Printing an Employee Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19 Adding a Note to an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19 Viewing an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22 Viewing the Audit History for an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23 Viewing the Audit History for All Documents for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25 Deleting an Employee Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-27 Searching for Required Electronic Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-28 Designating an Electronic Signature Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-28 Sending a Reminder for an Electronic Signature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-29 Canceling an Electronic Signature Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-30 Working with Company Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31 Uploading a Company Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31

Contents ADP Document Cloud User Guide

Chapter 1

Using Document Cloud - Employee

PAGE

2 3 4 8 10 11 12 13

TOPIC Overview of My Documents Searching for an Employee Document Uploading Your Document Adding a Note to Your Employee Document Updating Properties for Your Employee Document Downloading Your Employee Document Deleting an Employee Document Electronically Signing a Document

Chapter 1 Using Document Cloud - Employee ADP Document Cloud User Guide

2

Overview of My Documents

Overview of My Documents

Your employer is required to keep and maintain many documents related to areas such as HR, Benefits, Recruiting, and Time. Employee document management allows you to view, print, download, export, and update your personal documents. These are the file types that you can upload.

PDF DOC XLS VSD JPG BMP PNG TIF TIFF HTML DOCX PPTX XLSX PPT

RTF MSG CSV HTM MOV TXT GIF ZIP JPEG *MP4 *MP3 *AVI *WMV

*Video file types that are supported.

Chapter 1 Using Document Cloud - Employee ADP Document Cloud User Guide

Searching for an Employee Document 3

Searching for an Employee Document

1. Select Myself > Personal > My Documents.

Figure 1-1. My Documents

2. Select the Filters you want to use to search for your documents. You can select from Categories, File Type, and Status. You can select one or more fields and the found documents are listed as you select a filter.

3. Click the result you want to access. Select a document's check box to display the properties to the right of the document. If there is only one result, the document is selected and the properties of the document display.

Chapter 1 Using Document Cloud - Employee ADP Document Cloud User Guide

4

Uploading Your Document

Uploading Your Document

Upload your employee documents and store them by specific category. There is no maximum number of documents that can be uploaded, however the maximum size of an individual file is15MB.

1. Select Myself > Personal > My Documents.

Figure 1-2. My Documents

Chapter 1 Using Document Cloud - Employee ADP Document Cloud User Guide

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