Employee and Company Documents

Modified on Wed, 7 May at 12:41 PM

How to use Simployer One to upload and store important documents

To make it easier for employees, HR and the organization to find all documents related to an employee or to share important information e.g. employee handbooks or policies, you can upload these in Simployer One .

We allow you to share these both on a company level as well as on an employee level with restricted access if needed. It is also possible to create folders, sub-folders and upload links if you for example want to share something from your Notion, Drive/Sharepoint etc.

You can also upload documents and set Expiration dates which will trigger notifications to everyone who has access to them. This will not delete the file but is a great way to remind yourself to delete a file on the set date.

When visiting Documents in Simployer One , you will find four different sections of sharing documents:

My documents
Profile folder
Shared documents
Company folders

You will also notice there are two ways to share access to a file: Write access and Read access. Write access is the right to make edits to a document/link/folder while Read access will only give them the right to download and read the file.

Now, let’s dive into the different ways for you to store and share documents!

My documents

Regardless of your permission level in Simployer One, you all have your own section where you can upload files (“My documents”) and share important documents with others of your own choosing if needed.

For example, there might be sensitive information you would only want your direct Manager or HR to have access to. Or as HR perhaps you want to share important documents with others in your team, instead of uploading a separate document on each colleague’s profile then you can do it from here and then share it with others.

Head over to Documents > My documents to upload what is needed and choose the individuals you would like to share it with.
On the upper right corner, choose to either upload a link, create a folder or upload a document from your computer. You can also choose to drag and drop.

For those individuals, the files you have chosen to share with them will be found in “Shared documents” from their POV while from your POV (the uploader), you will find them and all other files you “own” in “My documents”.

Profile folder

More often than not, there might be documents connected to an employee you would like to have connected to their profile as well, e.g. employment agreements, diplomas or past meeting notes. This makes the “Profile folder” a great choice for this purpose.

The main difference between “Profile folder” and “My documents” is that the files uploaded here will automatically be shared with all Owners, Admins, Employee Manager and the Employee (Write access) while access for files uploaded in “My documents” needs to be added manually. These accesses can however be edited so if you want to remove someone, e.g. Admins or the Employee, then you can do so after the upload.

1. Go to the employee and access their Documents from the top menu (see above screenshot).

2. Upload your documents or links and remember to remove any of the default accesses if needed.

Note: Individuals with Write access will automatically have Read access meaning you can’t remove someone from Read unless they are first removed in Write.

Shared documents

When visiting “Shared documents” on an employee’s profile, you will see all files and folders:

The employee have shared with you from their own “My documents”
You have shared with them from your “My documents”
Other people have shared with you both from their “My documents”

This section is a compilation of shared documents meaning you can’t upload anything here but edits are possible.

Company documents

In “Company documents” you will find all documents and links shared with everyone in the company, e.g. handbooks, policies or other important information.

Note: Only Owners and Admins can upload files to this folder and the Read access will always be set for everyone in the company. Only Write access can be edited.

Write and Read access

As mentioned in our introduction there are two different types of accesses - Write and Read access, this applies to links, folders and documents.

Write access will allow you to change access rights, move the file to folders, delete them as well as set expiration dates with triggers to documents.
Read access will give you the right to download and read the contents of it.

Note: Individuals with Write access will automatically have Read access meaning you can’t remove someone from Read if they are included in Write.

While access in general can be edited by those with Write access, there are still a few things to keep in mind of:

Everything uploaded in an employee’s Profile folder will automatically give Owners, Admins, the Manager and the Employee Write access but you can change this by removing them afterwards.
Company documents will always be shared with all employees (Read access).

Folders

Using folders is a great way to structure and organize your documents but also a great way to easily set access to a large number of documents to the same group of individuals. For example you might want to create a folder with content only for certain departments or offices, e.g. HR or Sweden office.

To create a folder, click on the Folder-icon on the upper right.
Set Write and/or Read access and from there, either upload subfolders or upload your content.

Note: All documents and subfolders will automatically inherit the access rights of the parent folder unless manually edited from your end.

Example 1: Folder A has the HR department in the Read access, this will result in all files uploaded in this document will also be shared with the HR department.

Example 2: Folder A has the HR department in the Read access. Folder A also has a sub-folder, Sub-folder 1, where only the HR Manager is added to Read access. All files uploaded in Sub-folder 1 will then only be accessible to the HR manager.