All HR Professional roles can search for employee folders using Employee Documents. Folders are viewable to anyone who has access to the POID and Agency Subelement code configuration that applies to the folder. Within those folders, users can access, review, reindex, or print documents.
Searching for Folders
To search for an employee folder:
1. Click on Employee Documents in the left-side navigation:
2. From the Employee Folder Search page, enter the employee's information in any of the available search fields (SSN is recommended):
3. Click the blue Search button.
4. The matching results will be returned in the grid below the search fields:
Note: If you don't have access to the POID to which the employee folder is aligned, searching will receive this message: “No results found. Try a different search.”
5. The list of employee folders is presented in alphabetical order by last name, but the order can be changed by selecting any of the column headings.
Exporting Search Results
HR professionals can export a search result to a CSV table via the Export button:
This export feature can be useful for reporting, record reconciliation, audit support, and other internal data management purposes, as permitted by agency policy
The export will act like a standard download and will show all search fields. If you have not added information to specific fields during the search, the Optional fields, e.g. Contains form type, will be empty.
You must enter at least one search criterion in order to export the file.
The CSV file can be used to substitute for the following report requests:
- Active/Inactive folders per POID or POID and Agency Subelement Code pair
- Employees connected to a specific POID or POID and Agency Subelement Code pairs
- Folders containing a specific form type (can be narrowed to files with a specific Effective or Created Date)
If you do not select a form type, the report can generally show which folders contain documents (Effective or Created Dates columns with populate regardless of whether the Contains form type is used and indicate the presence of a document.
Additional Information
Roles other than HR Admin can also access Employee Documents by clicking the Search Folder link on the home page. For some roles, the link will be below the Task Summary.
For HR Admin, the link will be Search Users and will open the Manage Users screen. HR Admin must access the Employee Documents search screen from the left-side navigation bar.