Creating a folder for your organization documents

Introduction

The biggest advantage of using Documents to store, manage, and share your documents is that it is a full-fledged document management system with audiences, owners, and permissions. It is more than just a mechanism to store employee information.

Organizations often require a centralized location to store their important documents, such as trade licenses, certifications, clearance documents, permits, and more. These documents contain sensitive information, and therefore access to them would need to be restricted. Organizations might also want to restrict the ability to add documents to the centralized document repository.

Although platform admins are typically tasked with managing and updating these documents, other employees, such as managers, might also need to have ready access to them.

This tutorial describes how you can use Documents to share documents with the required audiences and also implement the appropriate restrictions.

Objective

In this tutorial, you will learn how to create a folder for organization documents and share it with the your company's senior management.

Procedure

To achieve the objective, you must do the following:

1. Define the audience(s) that include the employees with whom you want to share the documents
2. Create the folder that would be used to store (and share) the documents
3. Assign the audience(s) to the folder to implement access control
4. Add the documents you want to share to the folder

Step 1: Defining the audience

In Yomly, you can use audiences to group, select, and classify employees based on any criteria.

For the specific case illustrated in this tutorial, you would need to establish a way to easily identify the employees in your organization who can be considered as "senior management". You can do this by creating a new audience and configuring it to include everyone in your organization's senior management.

To define an audience to represent your organization's senior management, do the following:

1. In the sidebar, in the Business section, click Settings.

   

2. Go to Organisation > Audience.

3. Click + Create Audience.

   

4. Enter the following details for the audience:

   1. In Audience Name, enter an appropriate name for the audience. For example, enter "Senior management".

   2. In Application Area, select Documents.

   3. In Description, enter a description to document the purpose of creating the audience.

   4. Do one of the following:

      • Select values for the following fields:

        1. In Audience, select all existing audiences (if any) that include only employees who constitute your organization's senior management.

        2. In Roles, select all the job titles that your employees in your organization's senior management have.

        3. In Grade, select all grades (if available) that apply to your organization's senior management.

        4. In Teams, select any teams (if any) that consist of only your organization's senior management.

        

        If you need to include any specific employees in this list additionally, you can select them in People.

      • Use scripting to define your organization's senior management:

        1. Select Use Advanced Audience.

        2. In Audience Selection Script, enter your script.

        3. Click Run Script.

           The script runs and displays the details of the selected employees.

        4. If required, refine your script to select employees based on your requirements and run it again.

        

      The audience selection script considers all other conditions that you configured for the audience (by selecting values of different fields).

5. Click Save.

The new audience that represents your organization's senior management is created.

Step 2 and 3: Creating the folder and configuring its permissions

In Documents, folders enable you to share and manage documents.

When creating a folder, as its owner, you set up permissions to allow only specific audiences to view, edit, and/or delete documents from it. You can new create folders in the My Folders tab, either directly in your Home folder or in any other folder.

To share important documents with only your organization's senior management using a shared folder, do the following:

1. In the sidebar, in the My HR section, click Documents.

   

   Your Home folder (in the My Folders tab) is displayed.

   

2. Go to the folder in which you want to create the new folder (or create a folder directly in your Home folder).

3. In the upper-right corner, click + Add > Add Folder.

   

4. In the Add Folder dialogue, enter the following details:

   1. In Name, enter the folder name.

   2. (Optional) In Description, enter a description for the folder.

   3. In Audience, select the audience you created.

   4. Enable all the permissions you want to grant the audience.

   

5. Click Save.

   Your new folder, which only your organization's senior management can access, is created.

   

Step 4: Adding documents to the shared folder

1. Click your new folder to go to it.

   

2. In the upper-right corner, click + Add > Upload File.

   

3. In the Upload New File dialogue, do the following:

   1. Use drag-and-drop or click the box to browse and manually select the document that you want to upload.

      

   2. (Optional) If available, select a Document Type.

      

   3. Click Upload.

The document is uploaded to the folder. As only your organization's senior management can access the folder, they are the only employees who can view and work with the uploaded document.

Best practices

• Even if you assign View and Upload permissions to the required audiences, we recommend assigning Delete and Update permissions only to a centralized documents admin.
• Although you can grant access to any folder to all employees with the HRADMIN access level to facilitate their administrative tasks, we recommend creating specific audiences of employees who need to have access to the respective folders and granting access only to them.