Requesting documents from employees

Use Document Requests to ask employees to upload a document to their own profile, such as a valid government ID, an updated CV, an NBI clearance or a medical certificate, and to see who has sent it. You send one request to everyone, a team or named people. KAMI notifies each person, files every upload on the right profile, reminds those who haven't sent it, and shows you what is still missing.

Where:

• My Team › Tools & Reports › Document Requests
• My Team › Settings › Bulk tools › Document Requests
• Request documents on the Bulk Documents page

You need:

• Document Access (Public) to open the page and see requests
• Add Document with write access to send, chase, excuse, add people and close
• Super admin access to approve or send back uploads from this page

Which one, when

How to send a document request

1. Click Request documents.
2. Under What do you need?, click a shortcut, Valid ID, CV, NBI Clearance or Medical certificate, to fill in the details, or fill them in yourself:

- Document name, such as "Valid government ID". It's what employees see. - Document type, the category every upload is filed under. - Instructions for employees: exactly what to upload, for example "both sides, not expired". - Who can see the file: Private, Confidential, Restricted or Public, the same access levels as any profile document. - Due date.

1. Tick Ask for the expiry date for anything that expires. Employees must then enter a Valid until date, and KAMI warns HR before it expires.
2. Under Who should upload it?, choose Everyone, Departments, Branches, Positions, Groups or Specific people, then pick them.
3. Leave Skip people who already have a valid document of this type on, so nobody with an approved, unexpired document of that type is asked again.
4. Leave Also ask new joiners on to add anyone who joins while the request is open and matches who you picked. They get 7 days to upload. It isn't offered for Specific people.
5. Check the line below, for example "42 employees will be asked · 5 skipped". Only active employees are counted.
6. Leave Remind people automatically on, then click Send request.

Each person gets a dashboard notification, a push notification and an email, on the channels they have left on.

What the employee does

1. They open the email, or their own profile › Documents, where a card says HR has asked you for N documents.
2. They click Upload next to the document.
3. The name and type are set by HR. They choose the file (PDF, JPG or PNG) and, if asked, the Valid until date.
4. They click Send to HR. The card then shows With HR until it's reviewed.

If HR sends it back, the card shows "HR sent this back:" with your reason, and Upload again.

How to track a request

The Document Requests page lists Open and Closed requests. Each shows its type, who it went to, the due date, who sent it, "N of M approved" with a progress bar, and how many are to review, not uploaded or overdue. Click one to open it.

At the top of a request, six numbers filter the list below. Click one again to show everyone.

Search by name, or filter by All Departments and All Branches. Each row shows the employee, their status, the File, when it was Uploaded and when they were Last Reminded. A row may also say who the upload is With approver, why it was sent back, or that a new joiner was added automatically.

How to review uploads

Uploads go through your normal document approval, like any document an employee adds. Their approver approves or declines them as usual, and this page follows.

A super admin can also decide here:

1. Click Review one by one on the blue banner, or the eye button on a row, to see the file.
2. Click Approve & next, or Send back.
3. To send back, write the Reason. The employee sees it exactly as you write it.

You can also tick rows and click Approve. Anyone without super admin access sees the file and which approver it is with, but can't decide.

How to chase, excuse or add people

• Remind: the bell on a row, or tick rows and click Remind. Only people who haven't uploaded, or were sent back, are reminded. Remind all overdue on the red banner does everyone overdue.
• Excuse: someone who no longer needs to upload, such as a person on long leave. Ask again puts them back.
• Add people: add people you missed. They get the same instructions and due date.

How to finish a request

• Download files gives you a .zip of every approved upload. Large requests are built in the background and sent to your Download Center.
• Close request from the ⋮ menu stops asking. Uploads already made stay on profiles, and the request leaves employees' cards.

What happens next

• Every upload is filed on the employee's profile under your document type and access level, with its expiry date if you asked for one.
• Automatic reminders go out 3 days before the due date, on the due date, then every 3 days while overdue, until the person uploads or the request is closed.
• Approved uploads count towards "approved" and the progress bar. The request shows Complete once closed.

Tips

• Write instructions for the file you want back. "Clear scan, both sides, not expired" saves a round of sending back.
• Tick Ask for the expiry date for IDs, clearances and certificates. KAMI then reminds you before they lapse.
• Keep Skip people on for anything people already gave you.
• Close the request when you have what you need. An open request keeps adding new joiners and reminding people.

Frequently asked questions

An employee says they can't see the request. They see it on their own profile's Documents tab while the request is open and they haven't been excused or approved. Check they're on the request, and active.

Why does someone show To review for days? The upload is with its approver. The row says who.

Can I change the due date after sending? No. Add people who need a separate deadline in a new request.

Related articles

• Bulk Documents
• Policy Center
• Sending a document for signature
• User rights and access control