Document Management Overview

Ready delivers a full-spectrum Document Management solution that supports every stage of the employee life cycle, from onboarding through retirement. Within Ready, documents are organized into three types: Uploaded Documents, Custom Forms, and Government Documents. These documents are further grouped into three categories: Company, Employee, and Applicant. Because the system is cloud-based, documents remain securely stored indefinitely, accessible anytime, until they are intentionally deleted. This structure ensures consistent organization, quick retrieval, and long-term retention of critical records.

Company Documents

Company Documents provide employees with easy, centralized access to important organizational information. This can include policies, benefit details, and other resources that support employee well-being and success. By housing these materials in a single, secure location, employees can quickly find the information they need to understand workplace expectations, access benefits, and stay informed; fostering both compliance and a positive employee experience.

Document Type: Uploaded Documents

Admin Navigation Path to Upload Documents: Settings > Our Company > Document Upload.

Note: Company documents can be configured with Display Name, Category, Document Type, and Description. Admins can define who can download a document using the Can Be Downloaded By Accounts filter option.

Employee Navigation Path To View Company Documents: My Info > My Company > Documents

Note: A Documents widget can placed on an employee dashboard for quick visibilty and access to company documents. 

Employee Documents & Forms

Employee Documents and Forms streamlines how employee specific records are managed. Administrators can easily upload, download, edit, and organize documents such as government forms, custom forms, and individual employee files. The system also supports mass upload and mass download capabilities, making it simple to manage large volumes of documents at once. With everything stored securely in one place, administrators can work efficiently while employees gain convenient access to the documents they need—ensuring accuracy, compliance, and a smooth overall process.

Document Type: Government Forms

Admin Navigation Path to all employees' Government Forms: Team > HR > Forms > Government Forms

Note: Admins can view and download a specific employee's Government Forms within the All Forms widget in the employee profile.

Document Type: Other Forms (Custom Forms)

Admin Navigation Path to all employees' Other Forms: Team > HR > Forms > Other Forms

Important: Admin's can mass download all employees' Other Forms from the open tab or the submitted tab. 

Note: Admins can view and download a specific employee's Other Forms within the All Forms widget in the employee profile.

Document Type: Employee Documents

Admin Navigation Path to all employees' Government Forms: Team > HR > HR Maintenance > Employee Documents

Important: Admin's can mass upload and/or mass download all Employee Documents. 

Reference: Mass Upload/Download Guide.pdf *Needs to be reviewed

Note: Admins can view and download a specific employee's documents within the Employee Documents widget in the employee profile.

Applicant Documents

Applicant Documents  and Froms organizes key hiring-related files in a clear, accessible format. Recruiters and administrators can easily manage resumes, applications, background check authorizations, offer letters, and custom forms. By keeping applicant documentation orderly and easy to reference, this tool supports efficient hiring workflows, ensures compliance, and helps create a smooth, professional experience for candidates.

Document Type: Offer Letter

Admin Navigation Path to all employees' Other Forms: Team > Recruitment > Offer  Letters

Document Type: Other Forms (Custom Forms)

Admin Navigation Path to all employees' Other Forms: Recruitment > Applicant Forms > Other Forms

Important: Admin's can mass download all applicants' Other Forms from the submitted tab. 

Note: Admins can view and download a specific applicant's documents within the Applicant Documents widget in the applicant profile.

Resources:

UKG Online Documentation

Document Management Overview Chart