Alternatively, managers themselves can also upload or update a team member's document in their profile.
- Upload a team member's document in their profile
- Update an existing document in a team member's profile
- Troubleshooting document upload errors
Upload a team member's document in their profile
Managers can upload a document to a team member's profile themselves.
1. On the Documents tab in the team member's profile click Add document then select Upload document.
2. Click Attachment and then select a file from your computer to upload to Deputy.
3. The file you have selected from your computer will be shown. You now have the ability to select a document type to assign to the file you are going to upload. The list will be populated with the document types you have already set up in your Deputy account. If you have already uploaded a file for a document type it will be shown greyed out in the list and you can not select that document type. You can only upload one file for each document type per team member.
If you do not wish to assign a document type for the file you wish to upload then click on No document type.
4. You will see that once you have selected the "No document type" option from the drop-down on the left-hand side you are now able to amend the file name for the document you are uploading.
Once you are happy with the document name you can click Upload to upload it to the team member's profile.
- There are some constraints on what you can name a file that you are uploading - see Troubleshooting document upload errors.
- If you are uploading a file with 'No document type' assigned then you can't add an expiry. If you need to have an expiry associated with a document you will need to set it up as a specific document type with an expiry field and then upload the document as that document type.
- If you are uploading a file with 'No document type' assigned then the manager is unable to request that the team member update it. In this instance, the manager would need to update such a document themselves.
5. If you do wish to assign a document type to the file you are uploading, then you can select that document type from the drop-down list on the left-hand side.
The list will be populated with the document types you have already set up in your Deputy account. If you have already uploaded a file for a document type it will be shown greyed out in the list and you can not select that document type. You can only upload one file for each document type per team member.
6. If the document type has been set up to require an expiry date to be entered please select the expiry date now.
7. If you would like to upload more files for this team member please click on Upload more documents.
8. If you have incorrectly selected a file you can remove it by clicking on the trash can.
9. Once you are happy with the documents you have selected click Upload.
Update an existing document in a team member's profile
If there is already a document uploaded to a team member's profile and you want to update it yourself as a manager you can do this.
1. Click on the name of the document you wish to update in the employee's profile.
2. Click on the three dots icon on the top right of the screen then select Update.
3. Click on the red trash icon to delete the existing document.
4. Upload the new file from your computer and enter the new expiry date and then click Save.
Troubleshooting document upload errors
If you get an error when trying to upload your document please check for these issues:
|Invalid file format||Upload a .pdf, .jpg or .png file.|
|File max is 10MB||Upload a smaller file|
|Document name must be unique||
If you are uploading multiple documents at once and you have selected "No document type" then each of the document file names must be unique.
To correct this error, amend the file names by selecting the file name and typing a unique file name. Then try to upload again.
|A document type with this name exists||If you are uploading a document and you have chosen the option 'No document type,' but you have given the document a file name that matches one of the document types listed in the left-hand side drop-down menu, you will see this error.|
|[Document name] already exists. You can update the document manually.||
When uploading a document, if you've chosen the 'No document type' option but the file name you have given the document matches any of the existing documents already present in the team member's profile, your upload will be blocked.
Instead, you should update the existing document in the team member's profile.
Note: This error will not occur for signed documents and instead will allow two versions of the document to be stored.
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