Working with the Employee File Cabinet

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Employee File Cabinet files can be uploaded, deleted, and downloaded from individual employee staff information records, as well as from the Human Resources module's Employee File Cabinet feature.  Aside from a different initial point of access in each instance the general steps in the process are the same, as detailed here:

    1. Navigate to one of the following locations in AWARDS:

  Human Resources > Staff Information - Click Administration from the left-hand menu.  From the fly-out menu displayed, click Human Resources, and then click Staff Information.  Select the Worker whose file cabinet is to be worked with (first clicking Staff Archives if that individual is not a current staff member), and then click CONTINUE.  The staff information record is displayed. Click the File Cabinet tab, and then click Update Employee File Cabinet.

  Human Resources > Employee File Cabinet - Click Administration from the left-hand menu, and then click Human Resources.  From the fly-out menu displayed, click Employee File Cabinet.  Click the Employee drop-down arrow in the upper-right corner of the page and select the employee to be worked with (first clicking Archives if the employee is not an active staff member).

Regardless of the path taken above, the individual's Employee File Cabinet index page is now displayed, listing any existing files previously uploaded for that individual.

  TIP: When working on the index page, files are easily accessible using the following tools and navigation features:

Sorting options - Records in the index are sorted alphabetically by "Category" (if applicable), and then by "Name."  Click a column header in the data table to sort the index by a different type of data. Click the heading again to reverse the sort order. 

Navigation options - 10 files are displayed on the page by default.  To access files on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 files at a time, click the Show drop-down to the left of the file count, also in the bottom-right corner, and make a selection.

Once you select files on the index, a count of how many total files are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select files on the first page (showing files 1-10 by default) and move to the next page (displaying files 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those files not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.  (Keep in mind that this search looks only at the index values, NOT the files themselves.)

ReportBuilder access - The Employee File Cabinet ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature. For instructions on using that ReportBuilder, click here.

    1. At this time, complete one or more of the following tasks as needed:

   Add a new file - Click the add new icon from the action bar above the files table.  A new data entry page is displayed.  Configure the fields and options on this page as follows, and then click Save.  The file is uploaded, and a confirmation page is displayed.

  TIP: Before beginning the add process, confirm whether or not the file to be attached is already in the employee's file cabinet by using the Search field above the files table.  The index is automatically updated as you type, and looks for matches in all of the file table's columns.

  Category - Click this drop-down arrow and select the category in which this file should be placed.  This option is only available if your agency has configured a customized categories list.  Leave this selection blank if the file should not be categorized.

 Name - In this field, type the name of the file using 40 characters or less.  (The name entered here will be used to identify and access the file in the future, and should therefore be brief and descriptive.)

 Description - In this field, type a brief description of what the file contains using 100 characters or less. 

 Choose File - Click this button to open a File Upload window.  Select the file to be uploaded, and then click Open.

  TIP: Keep the Employee File Cabinet's available space in mind when selecting which file to use, as each client is limited to a total of 10MB by default, or to the maximum displayed on this page if it has been increased for your agency.  Additionally, note that the maximum individual file size is 8 MB.  Accepted file types are DOC, XLS, PDF, JPG, BMP, TIFF, and ZIP.

   Update the information for an existing file - Click the file for which the details are to be updated, or click the checkbox to the left of that file, and then click the edit icon from the action bar above the files table.  A data entry page is displayed.  Make changes to the information on this page as needed (field/option descriptions are detailed above), and then click Save.  The changes are saved, and a confirmation page is displayed.

  TIP: Documents cannot be re-uploaded during the update/editing process.  If you'd like to replace the current file with a new version, delete that file entirely and then re-add it as new.

   Download an existing file - Click the checkbox to the left of the file to be downloaded, and then click the download icon from the action bar above the files table.  A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the download, or Cancel to return to the previous page.  Once downloaded the file is accessible on your machine and can be opened and displayed in the appropriate software application (for example, Adobe Acrobat or Microsoft Word).  AWARDS remains open and available in the web browser window behind the file.

  TIP:  If changes are made to a file once it has been opened and the updated file is saved on your computer, the updates made will not be reflected in AWARDS.  Rather, the existing file must be deleted and the new version uploaded in its place.

   View or print an existing file's details - Click the checkbox to the left of the file whose details are to be viewed or printed, and then click the view icon from the action bar above the files table.  A read-only version of the file information (name, description, category, etc.) is displayed and can be printed as needed using your browser's print option.  This option does NOT display the file itself; for file viewing use the download option.

   Delete an existing file - Click the checkbox(es) to the left of the file(s) to be deleted, and then click the delete icon from the action bar above the files table.  A confirmation message is displayed.  Click  OK to proceed with the deletion.  The selected files(s) are deleted and the updated index is displayed.

  NOTE: Deletions of Employee File Cabinet files are tracked and can be viewed using the Audit Trail ReportBuilder.

WARNING! When a File Cabinet File is deleted, it is removed from AWARDS entirely and cannot be retrieved from any of the file cabinet access points.

   Return to the Employee File Cabinet index To do so, click the To Index icon from the action bar while working with a file's details to return to the index page.  You can also return to the index page at any time by clicking Employee File Cabinet from the breadcrumbs trail below the AWARDS navigation bar.

The process of working with Employee File Cabinet files is now complete.