In-Depth Guide: Human Resources Getting The Most Out of Radix

posted by Jeff Garrison on Tuesday, July 11, 2017

You don't want to waste your time looking for HR documents all over the place, nor do you want other people (who shouldn't have access) to be able to get that information. Here's a quick guide to get your HR information and documents safe, searchable, and all in one place.

Also, if you're a Radix Administraor, you will need permission to make some of the bigger changes in your system.

This is a perfect resource for HR staff who currently use:

  1. A third party tool to store such information
  2. Those who use a network share
  3. File cabinets brimming with folders

It makes sense to use Radix for this because:

  1. There is relatively no cost to your organization
  2. Other departments are using Radix so having one platform for everything is more efficient
  3. Paper documents get outdated, have wear and tear, and are cumbersome to find.
  4. You're always compliant. You can set up

Here's a quick table of contents:

Section 1: Getting Set Up

Section 2: Setting Up Your Parameters

Section 3: Security, Audits, & Access Rights
Section 4: Uploading Your Documents Section 5: Finding Your Documents and Information Section 6: Destroying and Restoring Docs


Section 1: Getting Set Up

If you would like support to do this for you (100% free of charge if you're an existing Radix customer by the way) you can call our support team here, or you can message us on our website (available on any web page - look for the red circle).With that said and you still want to pursue on, let's get started.

Step 1: Adding Human Resources to Your Project Tabs

To start out with well need to add a new project for Human Resources.Click on the globe on the left-hand side at the top of the dashboard and navigate down to administration.

Section 2: Setting Up Your Parameters

Step 1: Adding & Deleting Index Field Properties

Click on the globe on the left-hand side at the top of the dashboard and navigate down to administration.

imagetek image silo radix

This brings up a new page inside Imagesilo. On the left-hand side, you'll see a list of files. Head down to projects and open it. This opens up all the different fields that you use to sort and categorize your documents.

document management human resources

Along the top you'll see different features you can select to add, edit, reorder, or even delete your indexes.

document management human resources

Enter the name of the new index fieldSelect the type of index field

  • Boolean: Stores Boolean values such as yes/no, true/false, etc.
  • Currency: Stores currency (monetary) values.
  • Date: Stores date/time values between Jan. 1, 1753 and Dec. 31, 9999.
  • Double Number: Stores numbers too large for using a Number field or numbers that require decimal places. Numbers with more than 15 digits may display in scientific notation.
  • Long Text: Stores textual data that is greater than 255 characters in length. Long text values are not "indexed" by the database server and, as such, can take a significant amount of time to search when there are a large number of records.
  • Number: Stores whole number values between -2,147,483,648 and 2,147,483,647
  • Text: Stores textual data that does not exceed 255 characters in length
  • Text(900): Stores textual data that does not exceed 900 characters in length

If the selected index field type allows formatting, select the format in which to display the index field's data. Boolean, Currency, Date and Double Number field types support custom field formats.

General Indexes:

document management human resources

If you need to add or start adding indexes, here is what this looks like:

Wildcard Indexes:

document management human resources

Enable for easy searching. Instead of typing 'SMITH' out all the way, you could type 'SM' and still have the results returned as long as wildcards are enabled on the field. When you have wildcards enabled at the end of the criteria, you will get results for anything that with 'SM.' If you put it at the start of the criteria, you get results that end with 'SM' and if you have start AND end enabled, you get results that have 'SM' anywhere in the index field.

Values:

document management human resources

Values are selections that you can choose from a pre-populated list or drop down list limit or provide suggestions for index field values during searching, manually adding new documents, and altering document index fields.

  • To force the user to select a value from a specific list of possible values, select Users must select Index Field Values from the list.
  • To allow users to select from a pre-defined list or enter any other value, select Users enter ad hoc Index Field Values or select from the list.

Don't forget to save!!

Few Notes:

  1. Edit option pulls up the same set of screen but allows you to rename or edit the existing index/s
  2. Delete removes the index field from the Human Resources project. Any data associated with the field is removed as well. Will receive confirmation prompt when selected.
  3. We have a fail safe with deleting. You'll be prompted a second time to verify you truly intend to delete.

Part 2: Re-Ordering & Editing Indexes

Re-Ordering Indexes

Reordering your index fields allows for users to reorder the way indexes are listed. Select which one you want to rearrange and select up or down. Pretty self-intuitive.

Editing Existing Indexes

document management human resources

Edit project properties allow users to rename a project, enable recycling bin usage and configure auto deletion of docs in the recycling bin. 


Section 3: Security, Audits, & Access Rights

Allowing & Restricting Security Access

Probably one of the most important and valued aspects of the Radix platform is properly securing your HR information. Select security access to define who and what permissions a user has to the specific project.

First, you'll need to go back to the human resources tab (see section 2, step 1 for how to get there).

document management human resources

It opens a security access rights page and gives you options along the top to add, edit, or remove users from having access to this project. To add a new access right, navigate to the top of the bar and click 'add.' This is going to pop up a new screen (shown below).

document management human resources

Next, you'll need to travel to the 'rights' tab. It's in the pop-up window next to the general tab.

document management human resources

As you can see you have a lot of freedom and options to ensure that your documents and information are safe and secure from those who shouldn't be able to access them. This is all about the information that they can access. There can be as many restrictions for each different person

as you see fit!

document management human resources

The fields tab is where you can restrict employees from seeing employee specific information such as employee ID, last name, first name, and more. You can also restrict employees being able to edit different types of fields as well. 

Don't forget to save!!

Section 4: Uploading Your Documents

Starting out you'll need to head to the HR portal and hit the button (upload/scan). Your screen should look like this:

document management human resources

Travel up to the menu bar at the top and search for the 'Upload' or 'Scan' buttons.

After you hit upload this screen will come up to where you need to input the index fields.

document management human resources

If you notice the red asterisk on the right-hand side, it means that it is a required field. That way we can ensure that you can always categorize your data appropriately.

Don't forget to save!!

After you hit save it is now easily searchable for you and your team.

Section 5: Searching For Your Documents and Information

Step 1: Logging In and Going to Search Screen

After logging into your portal you'll need to head to your projects section and open up the human resources tab.

document management human resources

After clicking on the HR tab, it will pull up a search screen. Here you can search by a variety of different indexes (these will either be set up by the Imagetek team, or you'll need to head back to the first section and add them):

  • Employee ID
  • Name
  • Department
  • Document Types
  • Dates
  • Hire and Termination Dates
  • and more!

document management human resources

You can fill in as many or little indexes as you would like. Once you've entered your desired amount of search information just hit the search button.Your next screen will pull up a bunch of documents that our algorithms think you're looking for.

document management human resources

Let's say you're looking for the top result (highlighted in the blue bar). There are a bunch of different options you can choose from at the top of the menu bar. Here you can download it, show where it is stored, email, print, edit, delete, set up security parameters, and copy it.

document management human resources

The majority of these options won't be used extremely frequently. You'll basically only use upload/scan, save, email, print, and delete.In order to view it, the easiest way is just to view it is to just double click it.

Step 2: The Document View Screen

The Home Screen

document management human resources

This is the home tab of the document view screen. As you can see there are three different tabs up at the top: Home, Edit, & View.You'll probably use the home screen the most as it has the most tools.

The Edit Screen

document management human resources

The edit tab is where you can share the documents, set up security audits, and also set updates on when the document should be destroyed. 

About The Author