Creating Directories and Uploading/Downloading documents
Introduction:
The Document Manager® module allows clients to store company and employee documents online, securely, and with restricted access based on permissions. The Document Manager® is controlled by super manager level access granting managers and employees access to those items deemed important. Permissions to view, upload, create directories, download and delete documents and directories are controlled by the super manager permissions at the time of creation. Please reach out to your customer care representative if you have any questions or need additional training.
Permissions / Overview:
Account level permissions:
Permissions to allow access to Document Manager® for the client account is configured within the admin configurations of the account.
Super manager permissions:
This permission allows Super managers to see and make changes in the Document Manager® module.
Navigating to Document Manager®:
When loading the Document Manager® screen, you will note that there are currently no details available.
To start creating your directories click on "Create new directory"
Help Section:
The help section supplies required information for the document manager screen.
Information Section:
Total Directory Size:
The storage display advises the current used space of the allocated space.
Individual Directory Size:
By hovering over sections of the graph, you will be able to see the total used space by the current folders that are displayed within document manager.
Total Documents:
The displays total number of directories and documents which have been stored.
Directory Permissions:
When logged in as a super manager, hovering over a directory displays two icons, delete and settings. Three icons will appear, the download icon, if the directory has content added thus allowing the entire directory to be downloaded:
Selecting the delete button will prompt the super manager for delete confirmation:
If the directory contains documents, the super manager will be prompted to delete the content first before being able to delete the directory.
The Settings cog will display a list of possible folder permissions, broken down into Manager Permissions and Employee Permissions.
Manager Permissions:
The manager permissions tab is broken down as follows:
View directory content but unable to view document contents – Allows a manager(s) to view the directory, but be unable to view directory contents.
Download directory and able to view document contents – Allows a manager(s) to view and download the directory and its contents.
Upload documents to directory – Allows a manager(s) to upload files to the directory.
Create sub directory – Allows a manager(s) to create a subdirectory within the directory.
Delete this directory and its content – Allows a manager(s) to delete the directory and the files within.
Each permission tier has three available settings:
- N/A – The permission will not be applied to any managers.
- Available to all managers – The permission will be applied to all managers for the client.
- Available to selected managers – Applies the permission to managers selected from the drop down menu.
Employee Permissions:
Employee permissions can are broken down as follows:
View directory content but unable to view document contents - Allows an employee(s) to view the directory, but be unable to view directory contents.
Download directory and able to view document contents - Allows an employee(s) to view and download the directory and its contents.
Upload documents to directory - Allows an employee(s) to upload files to the directory.
Create sub directory - Allows an employee(s) to create a subdirectory within the directory.
Delete this directory and its content - Allows an employee(s) to delete the directory and the files within.
- N/A - The permission will not be applied to any employees.
EXAMPLE OF N/A:
Selecting N/A under Create sub directory, means that no employees have access to create sub directories.
- Available to all employees - The permission is applied to all employees.
- Available to selected employees - The permission is applied to all employees selected in the drop down.
- Available to selected pay groups - The permission is applied to the selected pay groups.
- Available to selected locations - The permission is applied to selected locations.
- Available to selected departments - The permission is applied to selected departments.
- Available to selected job titles - The permission is applied to selected job titles.
- Available to selected countries - The permission is applied to selected Countries (Applies to countries selected in employees’ personal profiles) (Future enhancement will display all countries)
- Available to selected states - The permission is applied to selected states:
Creating Directories and Uploading/Downloading documents:
Selecting “Create new directory” will allow the logged in user to create a directory on the main page.
Empty directories will display a message with the following options, based on directories permissions and who is viewing the directory:
- Create new directory
- Upload document(s)
Selecting “Create new directory” will allow the logged in user to create a new directory within the existing directory:
Selecting “Upload Document” allows the logged in user to upload a document:
A file picker is displayed and a file can be uploaded. The following file type and size limitations apply:
- Allowed file types:
- *.doc,
- *.docx
- *.xls
- *.xlsx
- *.png
- *.tiff
- *.mov
- *.csv
- *.txt
- Allowed file size:
- 3MB
Access to the uploaded file can be restricted to selected employees. This is done by specifying the employees on upload or by setting file permissions after upload.
Downloading documents:
To download a specific document click on the document and it will download.
To download a directory and its contents click the download icon that is displayed when hovering over a directory:
Searching for a directory or document:
Select the magnifying glass and enter the directory or document name to search for. The search function will search the entire management directory. For example, if I search for the word “John”, any file containing the word John or any directory containing the word John will be displayed.
Employee View
When logging in as an employee, the only items available will be files and directories that have the appropriate permissions set.
If an employee uploads a document to a directory they have upload permissions to, the file is added to the root of the directory from the employee's point of view.
When a Super Manager view the same directory, they will see a directory for each employee that has uploaded to the parent directory.
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