What is the Document Library?
- The Document Library is a link on the homepage of the portal, designed to hold company documentation such as Employee Handbooks, Company Policies and Health & Safety documentation
- The Document Library functionality needs to be enabled on the portal by our development team prior to setting it up.
Setting up the Document Library
Required Security Permission
- In the permission templates the permission ‘Document Library Admin’ allows a user to set up and edit the document library
- HR> Users> Templates> Choose Template> Assign Permissions> Document Library Admin
Fig.1 - Permission for Document Library Admin
- Once the permission has been applied, typically to the System Administrator, they will be able to log into the system and start setting up the Document Library
Setting up Document Categories
- On the Homepage, the Document Library link is seen on the left hand side of the page for all employees that have access to the portal. This is Read Only unless the above permission is ticked
Fig.2 - Document Library Link on the Homepage
- Within the Document Library, you can edit the Header and the Footer using the links at the top & bottom of the page
Fig.3 - Document Library Options
- The Edit Categories button can be used to set up groups for the documents to be loaded into. These need to be set up before loading the documents into the Library and will structure the page of documents:
Fig.4 - Document Categories
- Document Library> Edit Categories> Create Document Category> enter Document Category Description> save
Adding Documents
- Once the Categories are set up, the documents can then be loaded into the Document Library by the clicking ‘Add Document’ link and following the steps on the page
Fig.5 - Manage Document Screen
- Name – Meaningful name of the document. This will appear on the main Document Library page. Category – A drop down list with the Categories that were set up previously (see: Setting Up Document Categories
- Sort Order –The order in which the Documents appear within each Category- 1 will be at the top
- Hierarchy –The company hierarchy that should view the document
- Access Level – The access level that can see the Document. Note: all hierarchy levels above and including the one chosen will be able to see the Document
- Description – Description of the Document
- File Name – Use the Browse button to find the file from the PC or laptop
- Repeat the above to load the documents, choosing the correct Category and Access Level for each one
Fig 6 - Documents Loaded into the Library
- Once the Documents are loaded, use the Edit button to change the information or re-load an updated version; click on View to view the document on the screen
Comments
2 comments
Are documents from the Library visible via the ESS login or manager portal only?
Hi marc,
thanks for your comment, that is a great question!
Currently documents in the library are only available to be viewed in the main Portal (HR & Payroll) and not ESS, if needed you can grant employees the 'Access People System from Fourth app' permission which should allow them to access the portal via the app.
This would also be a great suggestion to raise on our Customer Success Portal as an ideas request, once this is done a member of the Product Team will pick this up and liaise further with you about the possibility of implementing this functionality for ESS.
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