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End User Guide

This document provides an overview and instructions for using the Records system. It describes the main sections of the interface including My Tasks, Blank Forms, Files, and additional Supervisor Tools. My Tasks displays tasks assigned to the user and allows completing or marking tasks as done. Blank Forms contains documents that can be filled out at any time. Files displays documents organized by folders. Supervisor Tools includes viewing and submitting forms for direct reports.

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16 views

End User Guide

This document provides an overview and instructions for using the Records system. It describes the main sections of the interface including My Tasks, Blank Forms, Files, and additional Supervisor Tools. My Tasks displays tasks assigned to the user and allows completing or marking tasks as done. Blank Forms contains documents that can be filled out at any time. Files displays documents organized by folders. Supervisor Tools includes viewing and submitting forms for direct reports.

Uploaded by

on2.divo
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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End User Guide

Updated 12/9/2015
Table of Contents

• System Overview

• My Tasks

• Blank Forms (Docs)

• Files

• Supervisor Tools

Updated 12/9/2015
System Overview

To begin Using Records, first log in using the credentials provided to you by your organization.

If you have trouble logging in, you can click on the ‘Forgot your password?’ link to have an email sent to
you to have your password reset.

If you have access to more than one


TalentEd solution, click the

icon in the upper right corner of your


screen. From here you can navigate to
any TalentEd solution you have.

Updated 12/9/2015
My Tasks

When you first log into Records, you will be taken to the My Tasks page. This is where you can view
and complete any outstanding tasks you have been assigned. The My Tasks screen is where you can
view all tasks you have been assigned through Records. You’ll notice there are two tabs on this
screen.

The Needs Attention tab will indicate which tasks still require action on your part. To take action,
click View to open the form. You may be asked to fill out a new form or Sign or Approve a form that
has been submitted to you.

Some tasks are not associated with a form at all. These tasks will include a Mark as Done button next
to them. When you have completed the appropriate tasks simply click Mark as Done to remove it
from your Needs Attention list.

This page also includes a Completed tab for your reference. Keep in mind that tasks may not show
up on your Completed tab immediately if they require a review or signature by other staff in your
organization.

Use the search field to quickly locate a task in your task list.

Updated 12/9/2015
Blank Docs

Certain Documents are available to be completed at any time. These are referred to as Blank Docs or
Blank Forms. These Documents typically include Change Management forms (for example, you wish
to change your name, address, phone number, or direct deposit information) while other Blank Docs
may refer to Reports and Requests your organization has made available to you.

To complete a Blank Doc, simply open the document you wish to submit, enter the data requested,
and Save Final. Your document will automatically route to the appropriate department within your
organization for processing.

Updated 12/9/2015
Files

Documents in Records are sorted into Folders based on the type of document. The first image shows a
sample Folder structure you might see when you click on the Files button. This allows Payroll documents
to be grouped together, Personnel documents to be grouped together, so on and so forth. Users will see
different Folders based on the access they need.

Once allocated to a folder you can see how each Document is sorted into it’s unique individual Sleeve.
The second image shows what a sample Payroll Folder might include.

- If a Document has been completed you will see a piece of paper active in the Sleeve, Automatic
Deposits Authorization and W-4 in the example above.
- If a Document is currently being worked on you will see In Process above the Sleeve as indicated by
Employee Information above.
- If a Document has not been started the Sleeve will be blank. It is completely normal to have blank
Sleeves in a Folder.

Updated 12/9/2015
Supervisor Tools

As a Supervisor you will have access to view Staff


who report directly to you. Your view of Records
will include a Staff List on the left side of the
screen. You can use the Search field to quickly
find a particular staff member in the Staff List.
Click on a staff member to open up their files (you
may see fewer files than you see for yourself
based on the security settings defined by your
system owner). You will also be able to track the
progress your staff are making on any assigned
Checklists. To move a staff member to the top of
your Staff List, toggle the pin icon on the right
side of the staff name. This will pin them to the
top of your Staff List until you click the pin again
to unpin them. [RIGHT]

As a Supervisor you may also submit Blank Forms


on behalf of staff who report to you. When you
open a Blank Form you will be asked who you
would like to submit the form for. Documents
you submit for yourself will be placed in your own
personal files while documents submitted for
another staff member will be saved to their own
files. [BELOW]

Updated 12/9/2015

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