The document section acts as a centralised hub for all employee-related documents for efficient management. Its primary function is to facilitate quick access to essential files, including resumes, cover letters, certifications, and other pertinent documents associated with the employee's profile. Adding folders helps streamline document management, enhances accessibility, and improves overall efficiency in locating and managing files.
To add folders or documents from the Employee Summary page, follow these steps:
- Navigate to the main navigation header bar and click on Employees.
- You will find a list of all employees. By clicking on a employee, you will be redirected to the Employee Summary page.
Note: Documents are typically organised within a hierarchical folder structure, making it easy to categorise and locate specific files. Folders can be created and labeled based on criteria such as employee name, document type, etc.
- To create a folder, navigate to the Documents section and click on Add Folder.
- Enter the Folder Name and click Save. Once the folder is added, click on the three-dot button to add documents or folders inside it.
- Likewise, to directly add a document, go to the Documents section and click on the (+) Add Document(s).
Employee Summary Page - Documents - Add Documents & Folders
- This will open a pop-up, select a Document Category/Document Name from the drop-down.
Information: This action is optional. If in case, you feel to link the file to a specific document category/document name you can as per your requirement.
Information: To read more on how to add a Document Category, click here: Document Category.
- Upload the document, which will automatically populate the file name in the File Name field.
- Add your comments and then click Save.
Information: To read more details on how to upload a document, click here: Upload a Document.
Add Document - Upload File - Save
- After adding the document(s), you can perform certain actions. These actions include sharing internally or externally, attaching for sharing, manage access, renaming, delete, downloading, checking the audit log, viewing details, and checking the version history.
Information:
- Sharing internally or externally: Allows sharing documents with colleagues within the organisation or with external stakeholders.
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Share as Attachment: Facilitates document sharing by attaching them to emails.
- Manage Access: Allows you to control who can view or edit the document by managing permissions.
- Rename: Allows changing the name of the document for better organisation and identification.
- Delete: Removes the document from the system.
- Download: Enables saving documents to local devices for offline access or archival purposes.
- Audit Log: Provides a record of all actions performed on the document, including views, edits, and shares.
- View Details: Grants access to metadata and information pertaining to the document, including creation date, file name, etc.
- Version: Allows tracking changes made to the document over time, including edits and revisions.
Information: To read more on how to manage a document access, click here: Document Access Rights. Similarly, to read more on how to share a document, click here: Share Document(s).
Note: In folders, actions such as Share as Attachment and Version Control are not available under the three-dot button, distinguishing them from document actions. Additional options under folders include Add Document(s) and Add Folder.
- To perform an action on the uploaded document, click on the three-dot button and select the desired option from the list.
Note: You cannot manage access or delete documents uploaded by other employees.
Document Added - Actions
Note: The refresh option allows you to update the document list to ensure you're viewing the most current information. Use the search option to quickly locate specific documents by entering keywords or file names.