Managing the Document Library: Categories and Custom Documents

Purpose

The Document Library is where you keep the documents employees must read, acknowledge, sign or fill in: handbooks, policies, agreements and your own forms. You organize documents into categories, decide whether each document only needs to be read and acknowledged or needs signatures and filled-in fields, and assign documents to one employee, a group, or everyone. UZIO tracks who has completed what and notifies you when an employee signs or declines.

Who can do this: the Employer Administrator, or a user whose custom role grants Documents Library under Company Access. To see a specific employee's completed documents, the role also needs the Employee Documents tier under Employee Access for that employee. See Understanding Roles and Access.

The Document Library is managed in the Employer Portal on the web. Employees complete assigned documents in the Employee Portal. Whether they can also complete them in the UZIO Mobile App has not been confirmed.

When to use this

• A policy or handbook must be read and acknowledged by every employee, or by everyone at one location.
• An agreement needs the employee's signature, and sometimes yours as well.
• A form needs the employee to fill in information, with their name, address or SSN pre-filled from their record.

For read-only reference material that needs no acknowledgement (benefit guides, org charts), use Resources instead. See Adding and Managing Resources. For Form I-9, use the I-9 workflow, not a custom document. See I-9 & E-Verify.

Acknowledge or sign?

Create a custom document category

Categories keep similar documents together, for example "Safety Policies" or "Equipment Agreements".

1. Go to Documents > Document Library in the left navigation.
2. Click Add Category at the top of the page.
3. In the Add New Category popup, enter a Category Name (the only field) and click Save.

The new category appears in the library with its own + Add Document link and an edit (pencil) icon for renaming it later.

The categories

Each category shows its document count and a short description. The library ships with Agreements, Employee Handbooks, Tax and Compliance Forms and Custom, plus any categories you add.

• Custom and the categories you create can be renamed (pencil icon).
• Agreements, Employee Handbooks and Tax and Compliance Forms cannot be renamed.
• Tax and Compliance Forms is system-managed. It holds platform-provided documents such as the Form I-9. You can assign from it but cannot add documents to it. Put your own compliance documents in a category you create.

Add a document to a category

1. On the Document Library page, find the category and click + Add Document next to its name.
2. Choose Upload Only or Configure and Upload (see Acknowledge or sign?).

Configure and Upload: document settings

If you choose Configure and Upload, you are asked for:

• Document name and description
• Whether to share the document with subsidiaries (linked companies)
• Whether the employer also needs to fill out part of the document
• The document file. PDF only.

If the employer also fills out part of the document, UZIO routes it back to you automatically once the employee has completed their part.

Placing fields on the document

For each text box you add, the Assigned To dropdown decides who fills it in:

Add signature fields where the employee (and, if needed, the employer) must sign. When all fields are placed, click Continue. The document appears under its category, ready to assign.

Assign documents to employees

Select one or more documents in the library and click Assign to Employee(s). The same option is available per document from its Actions. You can assign to one employee, multiple employees, or all employees in a class or work location.

What happens after you assign

• Each employee receives an email that you have assigned them documents to review and sign, with a link to the Employee Portal.
• The document appears under Your Action Needed on the employee's home page until they complete it.
• Employees who have not completed a document receive reminder emails listing the document and its due date.
• When an employee signs or acknowledges, you receive an email naming the document. If the document has employer fields, the email asks you to complete your part.
• If an employee declines to sign electronically, you receive an email saying so. Contact the employee to resolve it; UZIO does not sign for them.
• Documents that carry an expiration date trigger an expiry reminder to the employee and to you as the date approaches.

The completed document is stored on the employee's record, under Documents, for both of you.

Sign or acknowledge on an employee's behalf

By default, only the employee can complete a document assigned to them. If you need to complete one for an employee (for example, a signed paper copy exists and the employee has no portal access), two settings must be in place:

1. In Settings > Preferences, set "Allow employers to sign or acknowledge the documents on behalf of the employees?" to Yes. The default is No. See Managing Employer Preferences.
2. Your role must include Employee Portal Impersonation. The Employer Administrator grants this in Manage Users.

Then impersonate the employee and complete the document from their view. Use this deliberately: it records a completion under the employee's name.

Common problems

The employee says they have nothing to sign. Check that the assignment saved (the document's assignee list), that the employee has registered for the portal (unregistered employees cannot open it; use Send Registration Link on the Employees page), and that they are looking under Your Action Needed.

I cannot add a document to Tax and Compliance Forms. That category is system-managed. Create your own category for compliance documents.

I received a "declined to sign" email. The employee chose not to sign electronically. Speak with them; if they will sign on paper, keep the paper copy and, if your preference and role allow, acknowledge on their behalf.

The document will not upload. Only PDF files are accepted for Configure and Upload. Convert the file to PDF first.

I want to fix a typo in a document already assigned. Editing or replacing an assigned document has not been confirmed to update copies already sent. Treat an assigned document as final; add a corrected document and assign that instead.

Still stuck?

Please reach out to us at support@uzio.com or call +1-571-601-1752. Include the document name and category, the employee's name or ID, what you assigned and when, and a screenshot of the document's status. Do not attach the employee's signed documents.

Related articles

• Best Practices: Organizing Employee Documents
• Managing Employer Preferences: the on-behalf signing preference and the employee upload switch
• Managing Users and Roles: Documents Library and Employee Documents access
• Managing Employees: Viewing and Editing Employee Records
• Employee side: Viewing and Uploading Documents