Document spaces in Simployer One

What is My documents in Simployer One?

My documents is the employee’s personal document space in Simployer One. The My documents tab is visible only to the employee on their own profile. 

• Who can upload: The employee can upload files and links to their own My documents space. 
• Default visibility: Content is private to the employee unless the employee shares a folder with other people or scopes. 
• Sharing options: A folder in My documents can be shared with roles, individual employees, departments, offices, or employment types. 
• Typical use: Personal files, working documents, and content that should not be shared by default. 

Important: The My documents tab is not a company-wide library. Other employees can access content from My documents only when a folder has been shared with them. 

What is the Profile folder in Simployer One?

The Profile folder stores documents connected to one specific employee. Open the employee profile and select the Profile folder tab. 

• Who can upload: The Owner, Admin, and the employee’s direct Manager can add documents to the employee’s Profile folder. 
• Default visibility: New Profile folders and documents start with Write and Read access for the Owner, Admin, Manager, and employee. 
• Sharing options: Profile folder content can also be shared with roles, individual employees, departments, offices, or employment types. 
• Typical use: Employment agreements, diplomas, certificates, reviews, and other documents tied to one employee. 

Important: Remove access before uploading sensitive documents when the employee, Manager, or another default role should not see the content. 

What is Shared documents in Simployer One?

Shared documents is a view of folders that an employee has been granted access to. The Shared documents tab is available on the employee profile. 

Shared documents can include folders shared from: 

• Company documents 
• Another employee’s My documents tab 
• Another employee’s Profile folder 

You do not upload directly to Shared documents. Upload the file or link in its original document space and grant the employee access to the folder. 

What are Company folders in Simployer One?

Company folders are the company-wide document library in Simployer One. Open Company documents by selecting Documents in the main menu. 

• Who can upload: Only the Owner and Admin can add files, links, and folders. 
• Visibility: Every employee in the company has Read access. 
• Access restriction: Company folder Read access cannot be limited to a department, office, employment type, role, or individual employee. 
• Typical use: Employee handbooks, company-wide policies, and information that every employee should be able to read. 

Important: Do not upload a document to Company folders when it must be hidden from even one employee. Use a Profile folder or a scoped My documents folder instead. 

How do I choose the correct document space in Simployer One?

Choose the Simployer One document space based on who owns the content and who must be able to read it. 

• Use My documents for an employee’s private files or folders that the employee shares with selected people or scopes. 
• Use the Profile folder for documents connected to one employee, especially employment and personnel records. 
• Use Shared documents to find folders that have already been shared with the employee. 
• Use Company folders only for content that every employee in the company should be able to read.