Documents is a centralized document management system with a familiar folder explorer UI and built-in file previewer. Documents enables employees, including your management and HR teams, to share documents with each other.
For example, your organization might need to collect identification and other documents from their employees. Your management or HR team can define the list of required documents in Documents. You can also share the documents with them in Documents.
Documents can assist your management and HR team with a number of critical tasks, such as:
-
Maintaining accurate employee data. This could even include information about your dependents.
-
Tracking employee document expiry dates for proactive renewal. For example, Documents can remind both you and your organization about the validity of your visa.
-
Organizing documents and other files in folders
-
Sharing documents globally (with the entire organization) or with only specific groups of employees. For example, this could include sharing the company's updated HR policies with everyone or sharing a form with only a select group of employees.
Sharing a document is as simple as scanning or taking a photograph of it and uploading the image file to Documents. You can also upload files in a number of formats, such as PDF and Office document formats.
Navigating to Documents
In the sidebar, in the My HR section, click Documents.
Viewing documents
In Documents, documents are organized in folders, which are grouped into the following tabs:
By default, when you navigate to Documents, your Home folder in the My Folders tab is displayed.
In the My Folders tab, you can organize your documents in different folders or directly upload documents to your Home folder. By default, this tab contains the following automatically-generated folders:
- Required documents
- General
- Dependents
These system folders are preconfigured to help you share your personal documents with only the appropriate audiences (for example, only your management and HR teams).
The Dependents folder is available in the My Folders tab only if you are eligible for dependents' benefits according to your employment contract. You can upload your dependents' documents to this folder.
You can create additional folders in the Home folder or any system folder to organize your documents in your preferred folder structure.
The Shared With Me tab displays folders and documents shared with you by other users.
By default, this tab contains an automatically-generated folder called Shared documents. The Shared documents folder is preconfigured to help you share the documents that you upload to it globally with all employees in the organization.
The Shared With Me tab also displays other folders specifically shared with you and shared folders that you have created.
Based on the permissions configured by the creator of a shared folder, you might be able to upload, edit, and/or delete documents from shared folders.
You can simply click a document to preview it.
You can view files in Microsoft Office document formats (Word, Excel, and PowerPoint files) in full screen. You can read, search, access bookmarks in, and resume reading ePub documents using the full-featured reader. You can also preview files in image and video formats.
Comments
Please sign in to leave a comment.