Managing documents
In the Documents section of the Planner, users with Communication Manager and HRBP professional roles can view and manage all the documents concerning their team or within their scope, respectively. These documents can be for instance compensation letters or performance documents.
The Documents page lists every communication round you can access in a single view. Tiles at the top of the page show how many communication rounds are currently accessible (Rounds) and how many of those are Open or In progress. Below the tiles, you can search by round name and use Filters. To return to the full list, click Clear filters. This removes both the applied filters and the search keywords.
The Communication rounds table displays the Round name, Visibility start date, Visibility end date, Roles (the roles with which you can access the round, for example HRBP or Communication manager), and Status columns. To inspect a communication round, click its name. You are now redirected to this communication round page that contains a comprehensive list of documents associated with your team. Depending on your role, you can upload, preview, download, release, unrelease, or delete such documents. The page also offers an audit trail for each imported document, providing a detailed record of all changes made, as well as an audit trail of all document activity in the round.
Communication rounds in Documents
On the communication round page, the View as selector lets you choose which role's view to see if more than one role applies to you. It defaults to Communication manager. If only one role applies, the selector shows a fixed label.
If you open a communication round from a notification about several documents waiting for your review, the round opens directly in the view and workflow step that need your action. As an HRBP, you see the HRBP view filtered to the HRBP Review step. As a Communication manager, you see the Communication manager view filtered to the Document Review step. If you hold both roles, the view matches the purpose of the notification.
Insights at the top of the page summarize the documents in scope, their read status, release status, and workflow step, based on your own access and the selected role.
Communication round page with the View as selector
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Always ensure the accuracy and relevance of each document before approving.
To find a document, use the search bar above the table. Enter the name or worker ID of the document recipient in the search bar, or filter documents by clicking the Filters button. You may filter the document by entering the Recipient name or Document name. Alternatively, you can choose the Document status, Release status, or Workflow step from the drop-down lists. You may also filter by the document generation date, selecting dates in the Generated after and Generated before lists. To reset the table to its default state, click Clear filters. This removes all applied filters and search keywords in one step. If no documents match your search or filters, the table indicates that no results were found for the current criteria.
If you are an HRBP, you additionally have the Advanced filters option, which enables document filtering based on Recipient and Comm manager types. HRBPs can filter by attributes, such as Worker ID, Organization, Region, Country, State, City, and Cost center, using value lists for each, as illustrated in the following figure:
Advanced filters available to HRBPs
If you change the search or filters after you select multiple documents using table checkboxes, a confirmation prompt will warn you that your selection will be cleared, letting you Cancel to preserve your selection or Continue to clear it.
When you view a communication round as HRBP, a Show records without documents toggle is located next to the Advanced filters button. It is off by default, so records that do not have a generated document are excluded from the list, letting you focus on records that are ready for review. Turn it on to see all records, including those without a document. Records without a document follow the same default sort order as the rest of the list, so they appear in a consistent position each time the list loads.
When you view a round as Communication manager, in the document table you see the Document recipient (with the recipient's worker ID shown below their name), Document name (with the file size displayed below the document name), Status, Generation date, Workflow step, and Release status.
When you view a round as HRBP, the table includes the Document recipient (with the recipient's worker ID shown below their name), Document name (and the file size below the name), Status, Generation date, Communication manager, Workflow step, Release status columns, and icon buttons, as shown below:
List of documents in a communication round
Sorting the document table
In both the Communication manager and HRBP views, records in the document table are sorted by default using three criteria, applied in the following order:
Status
Generation date
Document recipient
This default order applies to all records, including those that do not have a document yet, so the list appears in the same sequence every time you open it.
To sort the table by a different column, click the column header. Click the header again to reverse the sort order.
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Because the default order combines several criteria, no sort arrow is displayed on any column header. A sort arrow appears only after you select a column for sorting.
There is pagination at the bottom of the page for easy navigation.
Uploading documents
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If you do not see a record you expect in the HRBP view, check whether Show records without documents is turned on. Records without a generated document, including any with the No doc status, are hidden from the list until this toggle is enabled.
If you are an HRBP and the document table on your screen includes a row with the No doc status, you can upload a document there by clicking the icon on the far-right side and selecting Import. You will then see the Import file window. Click Upload to choose a PDF file from your local device. Alternatively, you can drag and drop your file in the dropbox. Next, click Import to begin uploading your file.
Viewing documents
To view a document, click the icon. A document window will appear. You can preview the document.
To download the document in PDF format, click the Download PDF button in the top-right corner of the window. For your convenience, there is the Open in a new tab button as well.
In addition, depending on the document's release status, you can release or unrelease it by clicking the Release or Unrelease buttons at the bottom-right corner of the window.
You can also navigate through documents by clicking arrows at the bottom right of the window, as illustrated below:
Document preview window
Changing the document workflow step
As an HRBP, you have the ability to change the workflow step to route a document to a Communication Manager for additional review before release. This applies to documents with the Not released release status. To do so, click the Change workflow step icon located at the far right of a relevant row in the document table. Next, you will see a pop-up, where you can choose your Target workflow step from the drop-down list. Confirm, clicking the Change workflow step, as shown in the following figure:
Changing the workflow step in the HRBP view
Changing the workflow step in bulk
To change the workflow step of more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents whose workflow step you want to change, open the Bulk actions menu in the top-right area above the table and select Change workflow step. A pop-up will appear. Choose your Target workflow step from the drop-down list and click Change workflow step. A confirmation dialog will appear. Click Change workflow step again to confirm or Cancel to stop. When the communication round has the Open status, Change workflow step is not available in the Bulk actions menu.
Deleting documents
HRBPs can delete documents with the Not released release status. Click the icon located at the far right of the row. Next, select Delete. A confirmation window will appear. Click the Delete button to confirm the deletion or Cancel to keep the document.
Downloading documents
To download the document before the release, select the icon located at the far right of the row, and click Download document.
If the document has been released, select the icon located at the far right of the row.
You may also download the document from the preview window by clicking the Download PDF button in the top-right corner of the window.
Downloading in bulk
To download multiple documents at once, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to download, open the Bulk actions menu in the top-right area above the table and select Download.
The Download documents dialog opens. Fill in the following fields:
In the File name field, enter a name for the ZIP archive. The .zip extension is added automatically.
In the Password field, enter a password to protect the archive. The password must be 4 to 18 characters long and contain at least one uppercase letter, one lowercase letter, and one number. The allowed special characters are: !@#$%^&*()_+-=[]{}|;:",<>.?/.
Click Download to confirm. The system generates ZIP archives asynchronously. Once your archive is ready, you receive an in-app notification, highlighted as a red dot next to the Notifications icon in the top-right corner of the screen. The notification message includes a download link that expires 24 hours after the archive is created. Click the icon in the notification to save the file.
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If two or more selected documents share the same name, the system automatically appends the worker ID to ensure unique file names within the archive.
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The combined size of all selected documents cannot exceed 1 GB. Before generating the archive, the system calculates the total size of your selection and, if it exceeds the limit, displays a warning message indicating the size of your selection and prompting you to unselect some documents before trying again.
Releasing documents
To release a document, click the icon located at the far right of the row. A confirmation window will appear. Click the Release button to confirm or Cancel to stop the release.
Alternatively, you can release the document from the preview window by clicking the Release button at the bottom-right corner of the window.
Releasing in bulk
To release more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to release, open the Bulk actions menu in the top-right area above the table and select Release. A confirmation dialog will appear. Click Release to confirm or Cancel to stop. Click Change workflow step again to confirm or Cancel to stop. When the communication round has the Open status, Change workflow step is not available in the Bulk actions menu.
Canceling the release
When the document is released, you can cancel its release.
To unrelease a document, click the icon located at the far right of the row. Next, select Unrelease. A confirmation window will appear. Click the Unrelease button to confirm the unrelease or Cancel to keep the release of the document.
Alternatively, you can also cancel the document release from the preview window by clicking the Unrelease button at the bottom-right corner of the window.
Canceling the release in bulk
To unrelease more than one document, select the documents you want to include by clicking the checkboxes on the far left of the rows. To include all documents, use the checkbox in the Document recipient column header and click Select all. To clear your selection and start over, click Unselect all. Once you have selected the documents you want to unrelease, open the Bulk actions menu in the top-right area above the table and select Unrelease. A confirmation window will appear. Click Unrelease to confirm or Cancel to stop. Click Change workflow step again to confirm or Cancel to stop. When the communication round has the Open status, Change workflow step is not available in the Bulk actions menu.
Audit trail
You can review the history of actions performed on a single document or on all documents in the communication round.
Audit trail of a document
The Audit trail provides a detailed history of actions performed on a given document. To access it, click the icon located at the far right of a relevant row in the document table and select Audit trail. A drawer will slide from the right side of the screen. The drawer contains two sections: Document details, showing the document name and recipient information, and Audit trail, displaying a log of events with timestamps. With this feature, you can review a document's lifecycle without leaving the current screen.
Audit trail in the Planner
Audit trail of a communication round
The Audit trail tab gathers all tracked document activity in a communication round in one view. To open it, click Audit trail next to Round details at the top of the communication round page.
The tab lists events such as document imports, overrides, views, workflow step changes, releases, and deletions. For each event, the table displays the following columns:
Date & time – when the action was performed
Editor – the user who performed the action
Action – the type of event, for example Changed workflow step or Deleted document
Document name – the document concerned
Document recipient – the worker who receives the document
More details – additional information about the event, for example the new and previous workflow step
To narrow down the list, click Filters and filter by editor, recipient, action type, document name, or execution date. To sort the list, click a column header.
To go to a document, click its name. The Round details tab opens with the search already applied to that document. This is possible only for documents that still exist in the round.
Audit trail tab of a communication round
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The audit trail follows the same access rules as the rest of the communication round. You only see events for the workers and documents that you are authorized to access.