Manage Documents

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  • Last Post 07 October 2019
tismail posted this 07 October 2019 - Last edited 07 October 2019

A Document entry can contain document attachments which can be viewed by all employees or employees with specific roles. From this screen you can add, edit and delete Document entries.

Creating Document entries

To create a Document entry, navigate to Admin > Documents > Manage Documents, Click on “Add” and fill in the necessary fields using the information below

  • Document Name: This is the unique name for the Document entry
  • Description: A detailed description of the Document entry
  • Category: This is the document category by which the document entry will be grouped
  • Targeted roles: This determines whether all employees will have access to the document or just employees with selected roles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant roles.
  • Targeted Job Titles: This determines whether all employees will have access to the document or just employees with selected Job Titles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant job titles.
  • Save Button: Click this button to save changes.
  • Cancel Button: Click this button to cancel changes.
  • Publish Button: Click this button to publish the document so that it can be seen by employees. Note: Documents are marked as “unpublished” by default when created and will not be viewable by employees until it is published.
  • Archive Button: Click this button to mark the document as archived. It will still be viewable by employees but only by searching for “Archived” documents.
 

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tismail posted this 07 October 2019 - Last edited 07 October 2019

Editing Document

To edit a Document entry navigate to Admin > Documents > Manage Document. Click on a Document entry and change the information as required (See Creating Document entries). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Document entries

To delete a Document entry, navigate to Admin > Documents > Manage Document. Select the checkbox beside the Document Category entry(s) you want to delete and the click the “Delete” button.

Attaching documents

An unlimited number of documents can be attached to each document entry which employees will have access to when viewing this document entry

Adding attachments

To attach a document, navigate to Admin > Documents > Manage Documents, click on a document entry and under the “Attachments”, click on “Add” and fill in the necessary fields using the information below

  • Document Description: This is the unique name for the Document attachment
  • Description: A brief description of the document
  • Attachment: This is the location of the attachment
  • Browse Button: Click this button to select an attachment using the file system
  • Upload Button: Click this button to upload the file to the server
  • Save Button: Click this button to save changes.
  • Cancel Button: Click this button to cancel changes.
Document creation example

This section describes how to use the document categories and document screens to create a document which can then be viewed by employees

Example

A document needs to be added under “HR Documents” called “Sickness Form” which can be viewed by all employees while another needs to be added under “Confidential” called “Financial Forecast” and viewable by the CEO and COO of the company. Follow the steps below to create the necessary categories and document entries. Note: The above assumes that “CEO” and “COO” job titles already exist.

Create required document categories

If the categories don’t already exist, follow the steps below to create them.

  • Navigate to Admin > Documents > Manage Document Categories
  • Click on Add and fill in the following information
    • Document Category Name: HR Documents
    • Description: Human Resources documents and forms
  • Click Save
  • Click on Add and fill in the following information
    • Document Category Name: Confidential
    • Description: Confidential documents
  • Click Save

Create required document entries

Follow the steps below to create the required document entries.

  • Navigate to Admin > Documents > Manage Document
  • Click on Add and fill in the following information
    • Document Name: Sickness Form
    • Description: Employee sickness form details
    • Category: HR Documents
    • Targeted Roles: All
    • Targeted Job Titles: All
  • Click on Add under the “Attachment” section and fill in the following information
    • Document Description: Sickness Form
    • Click Browse and select the appropriate file
    • Click Upload
    • Click Save
  • Click Save
  • Click on Add and fill in the following information
    • Document Name: Financial Forecast
    • Description: Full year financial forecast
    • Category: Confidential
    • Targeted Roles: All
    • Targeted Job Titles: Selected
    • Job Titles: Check the “CEO” and “COO” boxes
  • Click on Add under the “Attachment” section and fill in the following information
    • Document Description: Full year financial forecast
    • Click Browse and select the appropriate file
    • Click Upload
    • Click Save
  • Click Save

Publish the created document entries

Follow the steps below to publish the newly created document entries

  • Locate “Sickness Form” and click its name
  • From the ensuing screen, click “Publish”
  • Click Cancel to go back to the document list screen
  • Locate “Financial Forecast” and click its name
  • From the ensuing screen, click “Publish”
  • Click Cancel to go back to the document list screen

Note: You can use the search field to search for the right document (See Searching Entries under Section 5)

After completing the steps above, both documents have now been published and viewable by appropriate employees

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