Table of Contents

Employee dossier and documents

OnePayroll includes a document management system for organizing and storing employee-related files. The Employee Dossier provides a structured, hierarchical view of all documents associated with an employee, organized by document type.

Document types

Document types define the categories used to organize employee documents. You configure document types to create a classification system that suits your organization's needs.

Document type fields

Field Description
Code A unique code to identify the document type (for example, TAX, CERT, ID)
Description A descriptive name for the document type
Parent Document Type Set a parent document type to create a hierarchy
Locked When turned on, prevents deletion of documents of this type. A parent type can also lock its children.
Manager Access Controls whether managers can view documents of this type
Employee Access Controls whether employees can view documents of this type through self-service
Qualification Links this document type to a qualification code. When set, uploading a document triggers automatic qualification extraction.
Report ID Associates a report with this document type (used by the Save to Dossier feature)

Hierarchical structure

Document types support parent-child relationships, creating a tree structure in the dossier view. For example:

├── Identification
│   ├── Government ID
│   ├── Driver's License
│   └── Passport
├── Tax Documents
│   ├── W-4
│   └── State Tax Forms
├── Certifications
│   ├── Professional Licenses
│   └── Training Certificates
└── Paychecks

To set up document types

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Document Types, and then choose the related link.
  2. Create document types and set the Parent Document Type field to build the hierarchy
  3. Set the Locked, Manager Access, and Employee Access flags as needed
  4. Optionally set a Qualification code to enable automatic qualification extraction

Employee documents

Employee documents are the actual files stored in the system. Each document is linked to an employee and classified under a document type.

Document fields

Field Description
Employee No. The employee the document belongs to
Type The document type code
Name The file name or description
Available On The date the document becomes available
Content The stored file (stored as BC Media)

Upload a document

  1. Open the Employee Card for the employee
  2. Choose the Dossier action
  3. In the Employee Dossier page, select a document type from the tree
  4. In the Employee Documents FactBox, choose the Upload action
  5. Browse and select the file to upload
  6. The file is stored and associated with the selected document type

Documents can also be uploaded programmatically or through the self-service portal if Employee Access is turned on for the document type.

Download or view a document

  1. In the Employee Dossier, select the document type
  2. In the Employee Documents FactBox, select the document
  3. Choose the Download action to save a copy locally, or use the Document Preview FactBox to view it inline

Employee Dossier page

The Employee Dossier page provides a consolidated view of all documents for an employee.

  • The left side shows the document type hierarchy as an indented tree, with the number of stored documents next to each type
  • The Employee Documents FactBox on the right shows the actual documents for the selected type
  • The Document Preview FactBox displays a preview of the selected document

To open the dossier

  1. Open the Employee Card
  2. Choose the Dossier action

Save paychecks to dossier

You can batch-save generated paychecks as PDF documents into employee dossiers.

To save paychecks from a payroll run

  1. On the Payroll Runs page, select the payroll run
  2. Choose the Save in Dossier action
  3. On the request page, set:
    • Document Type — select the document type for paychecks
    • Available On — set the date the documents become available. Choose OK.

OnePayroll generates a PDF paycheck for each employee in the payroll run and saves them as employee documents in their dossiers.

Automatic qualification extraction

When a document type has a Qualification code assigned, uploading a document of that type triggers AI-powered qualification extraction. The system automatically:

  1. Reads the document content (certificates, diplomas, licenses)
  2. Extracts qualification details such as description, institution, and dates
  3. Creates an Employee Qualification record linked to the uploaded document

This feature requires Copilot capabilities to be enabled.

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