Enhancements to Document Management

Introduction

EmiratesHR v1.8.1 introduces a modern paradigm for document management and navigation. Instead of the stilted model of simple document types that have opaque permissions (in other words, hard-coded permissions), we have enhanced the user experience to provide a simplified but familiar folder and document model.

New Documents UI

We have replaced the previous accordion view for Documents with a cleaner folder view.

We have also simplified folder sharing.

The new Documents UI has the following tabs:

• My Folders: Folders that belong to the employee.
• Shared With Me: Folders that have been shared with the employee.

  You can share any folder with any collection of people, rather than the simplistic single shared folder that the platform previously provided.

You can click a folder to view its contents. In this version, a folder can contain documents as well as other folders.

Applying permissions to folders

You can apply permissions at the folder level rather than to individual files. This enables you to simplify administration and avoid letting documents fall outside the required spectrum of permissions.

Do the following to apply permissions when creating a folder:

1. Click + Add.

   

   You can select one of the following options:

   • Add Folder: Enables you to create a new folder
   • Upload File: Enables you to upload a document

2. Click Add Folder.

   The following dialogue is displayed:

   

3. Enter the folder Name and Description.

4. Click Audience and select the audience (System Groups) to whom you want to grant access to the folder.

   You can add any number of Audiences to the folder, and assign a unique combination of the following permissions to each of them:

   Permission	Description
   View	Enables members of the group to view the documents in the folder
   Update	Enables members of the group to edit the details of the documents in the folder
   Delete	Enables members of the group to delete documents from the folder
   Upload	Enables members of the group to upload files to the folder.

5. Click Save.

Folder ownership

The person who creates a folder owns it. If you have update access to a folder, you can add a new folder inside the folder and set permissions that prevent even the owner of the parent folder from viewing its contents.

This, for example, can be used by HR to store secret employee information in a folder that the employee cannot access. Another use case is the ability to create shared folders that only members of certain teams or groups, or users having certain roles can access.

This is how system groups can enable you to apply permissions and share folders and documents.