Employee and Company Documents

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

Everyone has their own section called “My Documents” – your private folder where you can upload and manage files that you own.

How to upload documents

1. Go to Documents > My documents

2. In the top-right corner, choose to upload a link, create a folder, or upload a document . You can also drag and drop files directly.

By default, only you can view or edit the items stored here. If you want to share something in My Documents with a colleague, you can change the read or write access. Once shared, the document will appear in their “Shared Documents” tab, where they can view or edit it depending on the access you’ve given.

Profile folder

The Profile folder is a space where Owners, Admins, and an employee’s Manager can add documents directly to that employee’s profile.

By default, the employee has full access to documents shared with them here. Typically, this is where you store documents directly related to an employee, such as employment agreements or diplomas – making the Profile folder the ideal place for these.

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  Access to documents in Profile folders depends on the default permission setup defined by the Owner (see Permissions). However, these settings can be overridden manually, allowing you to assign read and write access as needed.

  
  

  Note: Anyone with Write access automatically has Read access. To remove Read access, you must first remove Write access.

Shared documents

Shared Documents is the space where you’ll find all folders, documents, and links that other employees have shared with you.This section serves as a compilation of shared files, meaning you can view and edit documents here (depending on your access rights), but you can’t upload new files directly in this space.

From here you also get redirected to:

Company documents

In Company Documents, you’ll find all documents and links that have been shared with everyone in the company

Only Owners and Admins can upload files to this folder and the Read access is automatically granted to everyone and cannot be changed.

Write and Read Access

There are two types of access levels: 1) Write and 2) Read which apply to links, folders, and documents.

• Write access allows you to change access rights, move or delete files, and set expiration dates with triggers.

• Read access allows you to open and download documents.

Note: Anyone with Write access automatically has Read access. To remove Read access, you must first remove Write access.

Folders

Folders help you organize content and manage access for multiple documents at once - for example, a folder only visible to a specific people or organizational parts such as e.g. offices or departments. 

To create a folder:

1. Click the folder icon in the upper-right corner.

2. Set Write and/or Read access.

3. Upload subfolders or add your documents.

Note: Subfolders and documents automatically inherit the access rights of their parent folder unless manually changed.