Introduction

Archiving to Personnel Files duplicates the documents and append the copy to the associated Personnel File while also removing the document from the workflow. The copied document also includes the workflow history and audit information, making it easier to track the changes the document has been through. This is beneficial for both Onboarding and Form Campaign processes.


A. Problem Statement

The final step within the Onboarding or Form Campaign process is to archive the chosen document to the related Personnel File. This also includes copying all workflow history and audit information associated with the document.


B. Solution

Step 1:

Once a form has reached the Completed queue in the corresponding workflow, it can be considered ready for archiving and duplication. This process is documented in the article below:


Step 2:

Select the desired document(s) and click Archive to Personnel Files. This will remove the document(s) from workflow.


Step 3:

You can verify that the document(s) were successfully appended by navigating to Search and setting the document type to Personnel Files. Fill in the First Name, Last Name, and Date of Birth fields to narrow down the results.


NOTE: All annotations applied to a document while in Workflow will appear on the appended document in the personnel file. This includes: image, highlight, text, and redact annotations.



C. Best Practices

  • Archive only when ready — Ensure documents have reached the Completed queue before archiving
  • Batch process for efficiency — Select multiple documents at once to archive them simultaneously
  • Verify successful archiving — Search Personnel Files using First Name, Last Name, and Date of Birth to confirm documents were appended
  • Trust the audit trail — Workflow history, audit information, and all annotations automatically transfer to the archived document


D. Troubleshooting

  • Not seeing the same buttons? They can differ from database to database, as they are customizable and can be named based on the client's preference.
  • Archiving to Personnel File should process immediately. If the document(s) haven't appeared in the expected personnel file, please contact Support through chat, email, or phone, and we’ll assist you.


E. Related Articles

New Employees: Submit New Employee to USPS

Workflow: Create & Edit Workflows 

Conclusion

Archiving documents to Personnel Files is an easy process when utilizing Workflow. Setup is quick and the process only requires a few clicks. Additionally, records of the workflow history and audit information are kept within the copied document, further enhancing the ability to keep track of document changes. This contributes to the consolidation of various documents types into one personnel file allowing for smoother navigation and viewing.