Setup Company Documents (e.g., Insurances, Certifications)

Article Contents

1. Introduction
2. Structuring Document Types and Documents
3. Setting Up a Company Document Type
4. Adding Documents to a Document Type

Introduction

Company documents that are relevant to the entire business can be set up in Hiro for easy access and management of expiry dates. These may include insurance policies, certifications, and business registrations.

Hiro allows you to first define the types of company documents and then add individual documents under each type.

Structuring Document Types and Documents

To keep company documents organised, it's important to distinguish between document types and documents:

• Recommended approach: Create a document type for a category such as "Insurances" and then add individual documents for each specific policy (e.g., "Professional Indemnity," "Public Liability").

• Less efficient approach: Creating separate document types for each policy (e.g., "Professional Indemnity" as one type and "Public Liability" as another). This adds unnecessary setup steps and makes it harder to view related documents together.

Setting Up a Company Document Type

1. Navigate to Settings > Company Documents.

2. Click the New Document Type button.

3. Enter a title for the document type in both singular and plural formats (e.g., "Insurance Policy" and "Insurance Policies").

4. Choose which module in Hiro the documents should be stored within:

   • Company Info
   • Human Resources
   • Management System

5. Select the fields to enable for data entry when a new document is added. To track expiry dates, enable the Expiry Date field, which allows notifications.

6. Specify who can upload documents for this document type.

Adding Documents to a Document Type

1. Navigate to the module within Hiro where the document type was added (Company Info, Human Resources, or Management System).

2. A new section for the document type will appear. Click the Add button in the top left corner.

3. Enter data for the fields that were enabled.

4. If Expiry Date was enabled, select an expiry date. Notifications can be sent weekly to specific recipients as the expiry date approaches or once it has elapsed. The default notification period is one month in advance, but this can be adjusted via a dropdown.

5. When specifying recipients for expiry notifications, you can also grant them permission to modify or upload this specific document without assigning broader editing rights in Settings.

6. If items have been added to the Legal and Compliance Register, you can optionally tag related items from that register. These linkages will be visible when exporting data from the Legal and Compliance Register.

7. Select a PDF file to upload for the document.

8. Click Save. A thumbnail of the uploaded PDF will be automatically generated.