Document Management: How to View, Edit, Download, and Track Employee Documents

About this Article: All signed onboarding documents are stored under the Documents tab in the employee profile. From there you can view, edit, download, track versions, re-sign, and upload supplemental files. If an employee has multiple employer records, documents are organized per employer — use the employer selector to switch between them.

How to View or Download Documents

1. Open the employee profile and select the Documents tab.
2. Select one or more documents using the checkboxes.
3. Click the Download (cloud with arrow) icon, or right-click and select Download Selected Documents.

Documents download as PDFs.

How to Edit a Document

1. Open the employee profile and select the Documents tab.
2. Select one or more documents and click the Edit Selected Documents (pencil) icon, or right-click and choose Edit Selected Documents.
3. Review the information on the edit screen. Click the blue pencil icon next to any section to edit it.
4. If personal information tied to migratory documents changes (name, DOB, address, dependants), updated document versions are generated and the employee must re-sign.
   • Re-signing in the office: After making changes, the employee checks the box beside each updated document and signs in the signature box on screen before you click Submit.
5. Add an optional note to log the reason for the edit, then click Submit.

Send Completed Documents (Onboarding Plus Only)

This functionality may not be available to all Onboarding users. To learn more about this functionality, reach out to your PickTrace representative. Onboarding Plus users can send employees a link to view and download their documents remotely — without requiring them to be present in the office.

To send the link:

1. From the Employees page, select ore or more employees you want to send completed documents to
   1. Filters are helpful here to send documents to groups of employees
2. Click Send Completed Documents.
3. Choose which specific documents to include in the link (for example, just the W-4, or just a custom form).
4. Send via SMS. The employee receives a link to open, review, and sign on their device.

How to Track Document Versions

Every time a document is updated, a new version is saved automatically.

1. In the Documents tab, click the View Document icon (square with diagonal arrow) next to a document.
2. In the preview window, click Download.
3. If multiple versions exist, you will see each version before downloading. Select a specific version by date/time, or choose Download All.

Note: When an employee is re-onboarded, existing documents are never removed — a new version is added alongside the original.

How to Upload a Supplemental Document

Use this to attach supporting files — IDs, certifications, signed paper forms, or any other document not generated by PickTrace.

1. Navigate to the Employee profile and select the Documents Tab
2. Click the Upload Employee Document icon (upward arrow) in the Documents tab.
3. Drag and drop files into the upload area, or click to browse and select from your device.
4. Documents are stored under the corresponding employer. If the employee has multiple employer records, toggle between employers to ensure the file is attached to the correct one.

How to View Edit History of Documents

1. Select one document using the checkbox and click the View Edit History icon (counterclockwise clock), or right-click and choose View Edit History.
   1. Note you will only see the edit history for documents signed during an Onboarding process, any attachments do not track an edit history
2. Each record shows the operation (Create = first generated, Update = edited), timestamp, and the user who made the change.
3. Expand a record using the arrow beside the document name to see field-level changes.

"Update Docs" vs. Rehire: What's the Difference?

When a returning employee's SSN is detected during a new hire flow, PickTrace will offer three options:

Option	When to Use
Rehire	Employee was fully terminated and is starting a new employment period. Creates a new period in the Employment History Timeline.
Update Docs	Employee is returning within the same season and does not need a new employment period (e.g., a brief absence). Reuses the existing employment record and re-signs documents only.
New Hire	Only for genuinely new employees. Do not use for returning workers.

If you're unsure which to choose, check the employee's Employment History Timeline on the Employee profile. If there is an open (non-terminated) employment period, Update Docs is likely the right path.

For more information on Rehiring, see the "How to Rehire a Returning Employee" article.

Important Notes on Document Management

• Personal info changes trigger re-signing. Editing name, DOB, address, or dependants on a migratory document will require the employee to re-sign. For large groups, coordinate re-signing carefully before submitting.
• Always add a note when editing documents. It appears in the edit history for audit purposes.
• Documents are scoped per employer. If an employee has records under multiple employers, navigate to the correct employer card before editing, downloading, or uploading.