This article will only be relevant to employees whose organisations are currently using the Deputy HR Document Library (Beta)

From time to time, you may receive requests from your manager to review, acknowledge, sign or upload specific documents related to your employment. You can do this in the Deputy mobile app.

Note: iPhone users must be on iOS version 16.4 or higher to use this feature.

• Documents needing your attention
• View your documents
• Acknowledging a document
• Signing a document
• Document upload required

 

Documents needing your attention

You may be made aware that you have documents requiring your attention in two possible ways:

Push notification on your phone

If you have push notifications enabled and are logged into the Deputy mobile app then you will receive a notification when your manager sends you a request to review, acknowledge, sign or upload a document.

Tap on the push notification to open the request.

Needs attention on the Home screen

If you don't have push notification enabled, or perhaps you just missed the notification, you will also see a count of how many documents you have needing your attention on the Home screen of your Deputy mobile app.

Tap on Documents to view the list of documents needing attention.

 

View your documents

You can view documents that have been shared with you by accessing them on the Deputy mobile app.

On the Home screen, tap on your profile then tap on Documents.

Tap on the Shared with me document list, then tap on the name of the document you wish to view. You can use the Search box to search for the document by name if you have a long list of documents.

You can read the document or tap on the ellipsis (...) on the top right-hand side of the screen, then tap io Info to view information about the document such as when it was shared with you.

 

Acknowledging a document

If a document that has been shared with you needs acknowledgement it will appear in Needs attention on the Home screen and when you tap on Documents a list of documents that need attention will be listed.

Documents that require you to acknowledge you have received and read them will say "Acknowledgement required" under the document title in the list. Tap on the document to open and read it. You can scroll down to view and read multiple pages if required. 

Tap Acknowledge once you have read the document.

You will receive confirmation that the document was acknowledged and when you return to the Needs attention list, the document will have disappeared. Pull down to refresh if it does not immediately disappear.

You can still view the acknowledged document at any time in the Shared with me list (unless your manager revokes your access).

If you want to view the document again after you have acknowledged it, tap on Shared with me then select the title from the list (or use the Search bar to search for it by name). Tap on the document to open and read it.

You can tap on the ellipsis (...) on the top right of the screen.

Tap on Info to see information about when the document was shared with you and when you acknowledged it.

 

Signing a document

If you have been sent a document that requires you to sign it, it will in Needs attention on the Home screen. Tap on Documents to open the documents list.

If a document needs to be signed it will have Signature requested underneath the title. Tap on the document to begin the process.

Tap Get started then tap on the signature field.

Add your signature by either:

• using your finger to draw it in the box
• typing it
• inserting a photo of it

then tap Insert.

Once all required fields have been signed you can tap Continue. 

Tap I agree, to indicate that you understand you are legally signing this document and agreeing to the terms of service. (See link to terms in app)

Tap Close.

You can view the signed document in the Signed document list.

Tap on the ellipsis (...) to view more details about the signed document.

 

A menu will appear at the bottom of the screen. Tap on:

• Info: to see information about the document
• Share: to send the file to someone else or save it to your phone.

 

Document upload required

If you have a document you need to upload it will appear in Needs attention on the Home screen. Tap on Documents to open the documents list.

If a document needs to be uploaded it will have Upload requested underneath the title. Tap on the document to begin the upload process.

Tap on Add attachment and select from:

• Photo library
• Take photo
• Choose file

 as options to upload your document file.

Tap on the expiry date field and use the date picker to select the expiry date displayed on the document you have uploaded.

Once you are happy with the document file you have uploaded and the expiry date you have selected, tap on Upload. Note: if you need to change the file, just tap on the red trash can icon to delete it and tap Add attachment again to upload the correct file.

You will get confirmation the document has been uploaded.

You can view the uploaded document in the Uploaded document list.

Tap on the ellipsis (...) to view more details about the uploaded document.

A menu will appear at the bottom of the screen. Tap on:

• Info: to see information about the document
• Update: to upload a new file or change the expiry date
• Share: to send the file to someone else or save it to your phone.