What is the "Send a Document" Task?

The Send a Document task allows you to send important documents to employees or new hires for review. You can also require a signature or include a disclosure statement for compliance.

This task is useful for:

  • Sending the Company Handbook
  • Sharing policies and agreements
  • Distributing benefits enrollment information
  • Any other documents new hires need to review and acknowledge

Understanding Target vs. Assignee

Before setting up the task, it's important to understand the difference between a Target and an Assignee:

  • Target – The person the task is about
  • Assignee – The person responsible for completing the task


Examples:

  • If you're sending a handbook to a new hire, they are both the target and the assignee because they need to receive and acknowledge it.
  • If you're sending a performance review document to a manager about an employee, the employee is the target, but the manager is the assignee.

How to Send a Document

Navigate to QuickTask

  • From your dashboard, go to QuickTask.
  • Select Send a Document from the task options.QuickTask Menu


Choose the Target User (Who the Document is About)

  • In the "Choose an Employee/New Hire" field, select the person this document applies to.
  • This will be the Target of the task.select target
  • Is the person you need to Target not on your dropdown menu? We've got you covered: you can simply Add a New PersonAdd a New Person
  • A pop-up will appear where you can Create New Employee without leaving the Task page.Create New Employee

Name the Task

  • Enter a clear, descriptive name for the task (e.g., "Review Company Handbook").
  • This name will be visible to the assignee.
    Add Task Name

Add a Task Description

  • Provide clear instructions for the assignee.
  • Be specific about what they need to do with the document (e.g., "Please review and sign the attached Company Handbook.").Add Task Description

Assign the Task

  • Choose the Assignee (the person responsible for completing the task).
  • In most cases, the Target and Assignee will be the same.Add Assignee

Set a Due Date

  • Select the date the task should be completed by.
  • Setting deadlines helps ensure timely completion.

Set a due date

Additional Task Options

Attach a Document

  • Select a document from your existing library, or upload a new one.
  • The employee will be able to view and acknowledge this document.upload a document


Require a Signature (Optional)

  • If you need a digital signature, check the "Signature Required" box.
  • The system will capture the employee’s signature, email, date, and IP address for compliance.
  • Note: if the "require signature" box is not clickable and is grayed out, please add your document FIRST and it should allow you to access this feature.signature required?

Step 9: Add a Disclosure Statement (Optional)

  • If the document requires a disclosure statement, you can add it here.
  • This is commonly used for legal acknowledgments and policy agreements.Add a Disclosure Statement?

Finalizing & Sending the Task

  • Review all task details to ensure accuracy.
  • Click Start Task to send the document.Awesome, you did it!

What Happens Next?

  • The assignee will receive a notification and can access the document from their onboarding dashboard or from the link provided in that notification email.
  • If a signature is required, they will be prompted to sign electronically.
  • If a disclosure is required, they will be prompted to agree
  • Once completed, the task will be marked as Complete, and you’ll have a record of their acknowledgment.

Need Help?

If you have any questions while setting up a Send a Document task, our Support Team is happy to assist.