People and Payroll: How do I manage documents and policies?

Juniper People and Payroll

Overview

This article explains how to find documents, configure document folders, and publish policies in the Documents area. Juniper Education generates the payroll documents for you automatically.

Configure a document folder

To create a folder, select the action button at the top, you can then create a new folder.

Payroll Documents, Payslips, and any folder you add yourself each have a gear icon. It sits next to the folder name on the Documents page. 

Select it to open the Configure panel, with three tabs: Details, Rules, and Access.

  1. Select Documents in the left-hand menu.
  2. Select the gear icon next to the folder.
  3. Stay on the Details tab.
  4. Edit the Folder name and select Save name. Or select Delete folder to remove the folder structure without deleting the documents inside it.

Auto-sort documents with a rule

A rule fans matching documents into sub-folders automatically, for example by payroll reference and period. A folder can carry more than one rule.

  1. Select Documents in the left-hand menu.
  2. Select the gear icon next to the folder, then the Rules tab.
  3. Select Add rule.
  4. Give it a Rule name.
  5. Choose what it Applies to.
  6. Under Match documents where, add the conditions a document must meet.
  7. Under Folder structure, add the Levels matching documents fan out into, in order.

Restrict who can see a folder

Left empty, a folder inherits its parent folder's access. If nothing is set anywhere above it either, it's open to all portal users. Add a user group or an individual user to restrict it.

  1. Select Documents in the left-hand menu.
  2. Select the gear icon next to the folder, then the Access tab.
  3. Add a User groups or Individual users entry.
  4. Select Save access.

Policies doesn't use folder settings. It targets each document individually when you publish it. See Publish a policy, below.

Find a payroll document

  1. Select Documents in the left-hand menu.
  2. Select Payroll Documents, or scroll the Not in a folder list below it.
  3. Select the download icon next to a document to save it.

Documents here are system-generated as payroll runs.

Publish a policy

  1. Select Documents in the left-hand menu.
  2. Select Policies.
  3. Select the Action button, top right, then select Publish document.
  4. Select Choose file, or drag your file into the box.
  5. Fill in a Title, Category, and Description. Add an Internal note if needed. This is visible to HR admins only, never to staff.
  6. Turn on Require employees to acknowledge if staff must confirm they've read it.
  7. For a PDF or Word file, you can turn on Generate an AI summary if you want one. It summarises the document and estimates its read time in the background after upload.
  8. Leave Payrolls, Employee cohorts, Departments, and Job roles blank to publish to everyone, or choose specific groups to target it.
  9. Turn on Publish to staff now if you want it live straight away.
  10. Select Upload. This reads Upload and publish if you've turned on Publish to staff now.

Leaving Publish to staff now turned off saves the document without publishing it. It's shown as Stored. Open it again later to publish it.

To filter the Policies list afterwards, select Active, Deprecated, or All, top right.

Updated