WFM UK: HR: Document Library

Overview

The Document Library is used to store company information, such as employee handbooks, policies, and health & safety documentation. It is accessed via the 'Quick Links' section on the main portal homepage. Users with the appropriate permissions can upload files (documents, images, videos) to the Library and make them available to specific groups of employees.

There is also a downloadable CSV access log available, which can be used to see when certain documents were accessed, when, and by whom.

Accessing the Document Library

To enable the Document Library functionality, please submit a request to Fourth's support team.

Required Security Permission

Access to administer the document library can be given to individual users or groups of users via permission templates.

Access for Individual Users

• Use the side menu and go to HR > Users > Assign User Access
• Search for and select the required user
• Select User Profile (top right corner)
• Tick the box against Document Library Admin, scroll down, and Save

Fig.1 - Individual user permission for Document Library Admin

Access via Permission Templates

• Use the side menu and go to HR > Users > Templates
• Select the required Template and then Assign Permissions
• In the window that opens, go to Administration, tick the box against Document Library Admin and then Save

Fig.2 - Template permission for Document Library Admin

Once the permission has been applied, typically to System Administrators, they will be able to start setting up the Document Library.

Creating Document Categories

• On the Homepage, select the Document Library link from the left-hand side

This will be visible to all employees, but the information displayed will be read-only unless the above permission is applied.

Fig.3 - 'Document Library' link on the Homepage

The order in which Document Categories are created will build the structure of the Document Library, with the most recently created at the bottom - this cannot be changed later on.

• Select the Edit Categories button

Fig.4 - 'Edit Categories' button

• Then select Create Document Category
• Type in a Document Category Description and then Save

The Document Category will not display in the Document Library until at least one file is uploaded to it.

Fig.5 - Creating a Document Category

• Use the Edit Header and Edit Footer buttons to change the text displayed in either - see Fig.6

 
Fig.6 - Editing the header and footer text

Adding Documents

Once the Categories are set up, files can be loaded into the Document Library.

• From the main Document Library page, select Add Document and provide the following information:
  • Name - as it will appear in the main Document Library
  • Category - a drop-down list with the Categories that were set up previously 
  • Sort Order - the order by which the Documents appear within each Category - 1 will put it on top
  • Hierarchy - users in this hierarchy will be able to view this file
  • Access Level - all users in the selected Access Level and above and will be able to see the file
  • Description - an optional field to add more information if required
• Use the upload button to locate and select the required file
• Then select Save 
• Repeat this process to upload additional files

Fig.5 - Manage Document Screen

• Collapse/expand categories with the arrow buttons
• To see the file onscreen, select View
• To change a file's information or reupload an updated version, use the Edit button

Fig.6 - Documents Loaded into the Library

Document Access Log

The Access Log report can show which users have accessed (viewed) certain files from the Document Library, and when.

• From the main Document Library page, select Document Access Log (top right corner)

Fig.7 - 'Document Access Log' button

• Enter a date range (mandatory) and select a Category and/or Document Name (optional)
• Then select Run Report

Fig.8 - Entering Document Access Log criteria, 'Run Report'

A CSV file will be downloaded, containing the information for the selected date range as shown in the example below.
Fig.9 - Example Document Access Log report