Operation of the welcome documents

Welcome documents allow employees who are assigned to a scope for the first time to automatically receive, by email, all the information defined as “Welcome Document”.

There are two ways to configure them:

• From the Details tab of an attachment.
• From the Distribution scopes tab (within Signatures and distribution) of an attachment.

Tip

Although you can configure welcome documents from any attachment in the application, it is recommended to manage them from the Organisation module, in the attachments of any section of the organisational structure.

Configuration from the “Details” tab

When configuring the welcome document from Details, you should bear in mind that:

• The delivery email is only sent to employees who do not have the Welcome document(s) sent checkbox marked in the Welcome documents tab of their record.
• If you uncheck that box in the employee’s record, the programme will resend an email with all the applicable welcome documents, whether they had received them before or not.

You have two possible behaviours depending on the type of document:

Behaviour	Detail
Download the document	The employee receives the email with the document as a download.
Download and sign the document	The employee receives the email, must view the document and also sign it.

Configure a download-only document

1. Create the attachment that will act as the welcome document. For example: Organisation → Centres → [centre] → Attachments tab → New.
2. Fill in the Descriptive name field.
3. Attach the file in the Files field using Browse.
4. Check the Welcome document box.
5. Click Accept.

Note

During the nightly process, the programme will review all employees who do not have the Welcome document(s) sent checkbox marked in their record and will send them the corresponding email.

Configure a download and sign document

1. Create the attachment that will act as the welcome document (for example, from Organisation → Centres → [centre] → Attachments → New).
2. Fill in the Descriptive name field.
3. Attach the file in the Files field using Browse.
4. Check both Welcome document and Sign the welcome document boxes.
5. Click Accept.

Note

During the nightly process, the programme will send the email to employees who do not have the Welcome document(s) sent checkbox marked in their record.

Configuration from the “Distribution scopes” tab

This option is not exclusive to welcome documents: it allows you to send any attachment to a specific scope and mark it as a welcome document. It is useful for resending a welcome document without having to resend the previous ones as well.

1. Create the attachment you want to send as a welcome document (for example, Organisation → Centres → [centre] → Attachments → New).
2. Fill in the Descriptive name field and attach the file using Browse.
3. Go to the Signatures and distribution tab and enter Distribution scopes.
4. Click New.
5. Select the scope to send the document to (for example, Company and Centre).
6. Check both Distribute to future employees and Welcome document boxes.
7. Click Accept.
8. Click Accept again on the attachment screen and Save on the scope screen you are in.

Caution

It is essential to check both boxes (Distribute to future employees and Welcome document) for the emails to be generated to all employees in that scope.

Note

How each scope is filtered:

• Company, Centre, Section, Position: it is sent to employees who meet the assignment. The more specific the scope, the fewer recipients. If you only check Company, all employees of the company will receive it; if you go down to Position, only those with that assignment.
• Team/Installation, Activity, Role: it is sent to employees related to that entity.
• Employee: the email is sent only to that record.

During the nightly process, the programme will review all employees related to the scope who do not yet have the sent document.

What the employee receives

When configured from “Details”

The recipient receives an email the next day with:

• Subject: Delivery of welcome documents to the company “NNNNN”.
• Message body: who it is addressed to, the title Welcome document, a section for download-only documents (with their links) and another section for download and sign documents (with their links).

Note

The content of the email varies depending on whether it contains only download documents, only download and sign, or both.

If the document is download-only:

1. Access the document link. A new page with the content will open.
2. View the document and close the page once consulted.

If the document requires a signature:

1. Access the document link.
2. Download it (if needed) or view it on screen and click Accept and sign.
3. Sign and click Sign.

Tip

If you need to repeat the signature, before clicking Sign you can click Clear signature and sign again. When you click Sign, the document is signed and the programme shows a confirmation notice.

When configured from “Distribution scopes”

The recipient receives an email the next day with:

• Subject: SmartOSH Notifications - DD-MM-YYYY HH:HH.
• Message body: who it is addressed to, the title Documents pending acceptance and then the document title with a View document link.

Employee steps:

1. Access the View document link.
2. Download it (if needed) or view it on screen and click Accept and sign.
3. Sign and click Sign.

Tip

Before clicking Sign you can click Clear signature to sign again. After clicking Sign, the programme shows a confirmation notice.

Differences between “Details” and “Distribution scopes”

Aspect	Details	Distribution scopes
Email subject	Delivery of welcome documents to the company “NNNNN”	SmartOSH Notifications - DD-MM-YYYY HH:HH
Recorded in the employee’s “Welcome documents” tab	Yes	No
Affected by the employee’s “Welcome document(s) sent” checkbox	Yes	No
Affected by the employee’s “Welcome document(s) sent date” field	Yes	No
”Sendings” and “Distribution control” tabs	Only if signing the document is requested, the sending status can be viewed.	The sending status can always be viewed.

Conclusion: both methods serve to send welcome documents, for the first time, to new employees or those with a new assignment. The difference lies in the requirements:

• From Details: the employee must have the Welcome document(s) sent checkbox unchecked. If you uncheck it, the programme will resend all attachments marked as welcome documents.
• From Distribution scopes: it is necessary to check Distribute to future employees when configuring the attachment.

Where to check sent welcome documents

You have three ways to check the sent documents:

From the “Organisation” module

1. Go to Organisation → Employees and enter the employee.
2. Go to the Training and information → Welcome plan tab.

From the “Documentation” module

Go to Documentation → Document sendings and search by the descriptive name of the document.

From the “Training and information” module

Go to Training and information → Welcome plans.

Caution

This module is only shown if contracted.

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Source: DM-SO-22-048 “Operation of Welcome Documents”, version 2.1, 12/11/2025.