Viewing Multiple Documents in eOPF without the Print Folder Function
There are many occasions when a member of the Human Resources community will use eOPF to investigate the contents of an employee’s folder and need to review several individual documents. The default document presentation method of viewing documents one at a time in eOPF can make this a cumbersome effort and users should take advantage of the ‘Show all Docs’ feature in eOPF to streamline the viewing process. This whitepaper documents the use of the ‘Show all Documents’ feature to efficiently view multiple documents in an employee’s eOPF.
Show All Documents
The purpose of the Show All Documents feature is to group a selected set of documents from one or more eOPFs into one PDF file. This PDF file is then viewed in the Adobe Acrobat viewer using all the features of Adobe to include easily flipping through pages, displaying pages side by side, 4 to a page, zooming, panning, etc.
- The Show All Documents feature is accessed from the Search Results page in eOPF after the user has conducted a search.
- The user must decide is if they want to choose individual documents for viewing from multiple folders or just one employee’s folder.
Viewing Documents in Multiple Employees’ Folders
- Enter the search criteria on the Search page. Click on the ‘Search Names’ button if you are searching by name; Click the ‘Search’ button at the bottom of the screen if you are not searching by name but using other search criteria. When the results display select the ‘Search’ button again to display the folders of the multiple employees.
Figure 1: Show All Docs feature in Search Results window
- Select a Reason in the Reason code Box.
- Click on the ‘Show all Docs’ button below the Reason Code selection box.
- Click on the ‘Check All’ button below the ‘Print Single Sided’ button at the top of the screen; if you want to view all documents. If not, then just select the documents you are interested in viewing.
Figure 2: Selects documents from multiple folders to be viewed in Adobe Acrobat
- To view the documents in Adobe select the ‘Print Single Sided’ button above the ‘Check All Documents’ button. Note: This action does not actually print the documents; rather it creates and displays in Adobe Reader a single PDF file that contains all the selected documents. At this point the user can use Adobe Reader to flip through the pages, view side by side, print, FAX, etc.
- The documents selected will be viewed in a single PDF for your convenience.
Viewing Documents in One Employee’s Folder
- Enter the search criteria for the employee and select the employee from the returned results.
- By default the employee’s folder will be expanded.
- Follow steps 4 thru 8 to view documents in the employee’s folder.
