The Digital Personalbüro (DPB) allows the encrypted exchange of data as part of HR-Processes that are not permitted to be viewed by third parties.

Possible usage could be

Transmission of written approvals (i.e. Leave Applications)
Transmission of certificates / confirmations
Keeping templates for processing purpose and make them available to employees

In principle, you can use this type freely and as needed. However, please name your documents/files clearly and categorise them meaningful and consistently.

Use Document Type "Exchange with Employee" or "Templates" to submit documents to your employees. Under "Reports" you can retrieve a list of all the documents that you have shared.

The following steps need to be done:

Please do not use this Document Type to send your emploees Payslips, Employment Tax Statements or Social Insurance reports. For those please assign your employees the "Employee (only own payroll documents)" role.

These are the steps in detail:

1.Upoad the document that you wish to send to your employee.

2.Then index the document in Document Type "Exchange with Employee".

The following properties (fields) are available for indexing:

→ Category* / Document/File* / Date* / Employee* / Note

* With asterisk marked fields are mandatory for indexing

Please be mindful when selecting the employee. If you by accident select an incorrect employee, they may have access to sensitive / confidential information that they are not entitled to view.

Please be mindful when indexing your documents to ensure that you can easily find them later. -> 5.3. Tips how to clearly index your documents / files

3. Now you submit the document to your employee via the Share Functionality.

Your emploee will receive an Email to notify them that a shared document is available in the Portal-Archive.

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