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Other documents on file
Keep one-off files — a garnishment order, a signed offer letter, a doctor's note — in a person's file, on the reports, never deleted.
Onboarding documents are types the employee signs — a W-4, a handbook, one of your custom documents. Other documents on file are the one-offs that don't fit a type but still belong in the personnel file: a wage garnishment order, a signed offer letter, a doctor's note, a copy of a license. Each one gets its own title, goes on the Document Records report and the court-ready packet, and is never deleted.
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Add a file
Open Documents, choose View Docs on the employee's row (it works for everyone, even someone never invited to onboarding), and find Other documents on file under their checklist. Click + Add document, give it a title (and the date on the document, if it has one), attach the PDF or photo, and upload. On the mobile app it's the same panel on the employee's Edit sheet under Team — uploads are saved immediately, so Cancel on the sheet does not undo them.
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View it later
View opens the file for 15 minutes — PDFs and images preview in a new tab. Every view is written to the document access trail with who opened it and when — the same trail the I-9 and paper scans use. Typo in the title? Edit fixes the title, note or date; the file itself never changes, and the edit is logged.
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Archive, don't delete
When a file no longer applies — the order was lifted, the offer was superseded — click Archive, choose *no longer applies*, and give a reason. The file and the reason stay on record and still open; it just leaves the active list. Tick show archived (web and mobile) to see it again. Uploaded it to the wrong person? Archive it as filed on the wrong person: it stays on the audit trail but never appears in that person's court-ready packet — then file it on the right person.
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Where it shows up
Reports → Document Records lists each file as an *Other Document* with a View button; the date range uses the date on the document when you gave one, otherwise the filing date. On the web you can filter by that category; the CSV export carries the document date, note and archive reason. The employee's court-ready packet (on screen and in the printed PDF) carries an *Other Documents on File* section — the whole file regardless of date range — archived files marked with the reason.
Good to know
- Employees never see these files in their app. If the person should acknowledge or sign something, use a custom document type instead — that goes through the signing flow.
- Managers only: shift leads don't see the panel, and a location-scoped manager only sees their own locations' people.
- PDF or image, up to 10 MB. A document date is optional but worth filling in — the reports show it next to the filing date.
If something goes wrong
Can I delete a file I uploaded by mistake?
No — archive it as filed on the wrong person with a reason. Nothing in SafeShift is deleted (records may be needed as evidence later), but a misfiled document never shows in that person's court-ready packet. Then file it on the right person.
Should I use this for a signed paper copy of a policy?
No. If it's one of the onboarding document types (or one of your custom documents), use Upload paper documents on the same row so it lands on the employee's checklist as a verified copy. Other documents on file is for things that aren't a type.