TalentHR allows you to set expiration dates for your company files and your employee documents when needed.
When the document is close to expiration, a notification will be sent to the recipients of your choice.
A. To set an expiration date for a company file:
1. Sign in to your TalentHR portal as an Admin or an HR Manager and go to Files (1).
2. Click the clock icon next to any file (2) to edit its expiration settings.
| Note: When a file has an expiration date configured for it, the clock icon will show up in orange. If the file doesn’t have an expiration date, the clock icon will be grey. |
3. A File expiration window will appear. Specify the expiration date (3).
4. Use the Alert date: X days before expiration option (4) to select how many days before the expiration date you wish to notify the selected recipients.
5. Under the Recipients section, specify which people will receive the notification about this file’s expiration. You can add up to 3 recipients for each file.
- Click Add me (5) to add yourself to the recipient list.
- Click Add recipient (6) to add other recipients.
6. An Add recipient window will open. You have two options:
- With email (7): Add a valid email address that will receive the notification. The address doesn’t need to belong to a registered employee on your portal; it can also be an external email recipient.
- Existing employee (8): Use this option to select one of your existing employees as the recipient.
7. Click Save to add the new recipient to the recipient list.
8. Once you’ve finalized your file’s expiration settings, click Save (9) to apply your changes.
B. To set an expiration date for an employee document:
1. Sign in to your TalentHR portal as an Admin or an HR Manager and go to People (1), then open your employee’s profile.
2. Navigate to the employee’s Documents tab (2).
3. Click on the clock icon next to any uploaded document (3) to edit its expiration settings.
4. A File expiration window will appear. Specify the expiration date (4).
5. Use the Alert date: X days before expiration option (5) to select how many days before the expiration date you wish to notify the selected recipients.
6. Under the Recipients section, specify which people will receive the notification about this file’s expiration. You can add up to 3 recipients for each document.
- Click Add employee (6) to add the assigned employee to the recipient list.
- Click Add manager (7) to add the employee’s manager to the recipients.
- Click Add recipient (8) to add other recipients. As with company files, these can be existing employees or external recipients (by email).
7. Don’t forget to click Save (9) once you’re done.
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Note: If you wish to remove the expiration date from a file at any point, then click the orange clock icon next to it and then, simply click This file does not have an expiration date (1) and save. The clock icon will turn to grey, indicating that the file no longer has an expiration date attached to it. |