Manage organization documents
The Documents area is your organization’s shared document vault: contracts, certificates, IDs, and other files, organized with types and tags, shared with employees, and watched for expiry. It holds organization-level files. A document attached to one person’s record is managed on their profile instead.
Finding a document
Section titled “Finding a document”Documents are listed with their name, type, who uploaded them, when they last changed, their tags, and their file size. Search the list, filter by Tags or Types, and sort by name or last-updated date. Select a file-type icon to preview the document.
Uploading a document
Section titled “Uploading a document”- Select Upload Document.
- Choose the Document Type. A type marked “(Can expire)” requires an expiry date.
- For an expirable type, set the Expiry Date and choose who is notified as it approaches: the employees it is shared with, you (the creator), or both.
- Optionally attach the document to one or more employee records.
- Add tags if you want them.
- Select the files to upload, up to 5 MB each. You can upload several at once.
Working with a document
Section titled “Working with a document”Each row offers:
| Action | What it does |
|---|---|
| Preview | Opens the document on screen |
| Download | Saves the file |
| Share | Gives employees access |
| Edit | Changes the name, description, type, expiry, linked employees, and tags |
| Delete | Moves it to the Bin |
Sharing with employees
Section titled “Sharing with employees”Share opens a drawer where you choose the audience: individual employees, groups, branches, or departments. You decide whether employees may download the file or only view it, and whether people are notified the first time they receive it.
Types, tags, and the bin
Section titled “Types, tags, and the bin”The More menu opens three management views:
- Document Types: the categories a document can belong to. Each type has a name, a description, a Can document expire? switch, and an active status. An expirable type forces every document of that type to carry an expiry date, and drives the expiry notifications.
- Document Tags: the tag cloud used to categorize documents. Each tag has a name plus background and text colors; tags appear as color chips on documents and in the filter.
- Bin: deleted documents are kept here for 60 days before permanent deletion. From the bin you can download a file or Restore it while it is still there.
Who changed or deleted a document is recorded in the audit log.
Keeping expiring documents current
Section titled “Keeping expiring documents current”For an expirable type, the expiry date and the notification recipients are captured when you upload or edit the document. As the date approaches, the people you chose are notified, so a contract, license, or ID does not lapse unnoticed.