When creating documents, it's important to organize and manage them and their respective visibility efficiently.
This can be easily achieved by creating categories for your documents and defining their visibility accordingly. This way, only the roles (super admin, administrator, manager, employee) can see the document category and the documents assigned to that category.
Each created document can then be assigned to the created categories and will be displayed organized and grouped accordingly.
Creating document categories
To start, navigate to 'Settings' > 'Documents' > 'Document categories'. The categories listed in this page are used to group employee documents. They will also be visible on the employee profile page in the same order as defined here. By default, three categories will be shown:
- Past reviews
- Pay slips
- Other files
Predefined categories cannot be deleted. To create new categories, click on 'New category' button at the bottom and define:
- Category's title
- Roles that can view documents in this category
- Roles that can upload documents to this category
- Roles that can delete documents in this category
If an employee doesn’t have access to any categories - they will not be able to upload documents and a disclaimer 'You currently don’t have the right to upload documents' will be displayed. However, when a user is a signatory - they will always have access to the documents that require their signature.
Admins can re-order document categories by clicking on the six-dot box and dragging & dropping the categories into the desired place.
Deleting categories
To delete a document category, navigate to 'Settings' > 'Documents' > 'Document categories' and click on the three vertical dots next to the category > 'Delete'. Please note: categories that are currently assigned to documents cannot be deleted.
Editing categories
To edit a document category, navigate to 'Settings' > 'Documents' > 'Document categories'. You can then either:
- Click on the document category name
- Click on the three vertical dots next to the category > 'Edit'
From there, you can edit the category name and adjust the visibility settings.