What is central file management in Simployer One Handbooks?
Central file management lets your organisation store handbook files in one place instead of uploading a separate copy to every handbook article. A file can be attached to more than one article, and you can see where the file is used before you change or delete it.
Files are shared only across your organisation’s own handbooks. They are not shared with other Simployer customers.
Who can manage handbook files in Simployer One?
Administrators and owners can manage handbook files. Employees and managers do not use the file management page; they continue to see article attachments as before.
How do I find handbook files in Simployer One?
Open the Content Management page in Simployer One Handbooks.
Open the Files tab.
Use the file list to review files stored by your organisation.
Use search or filters to find a specific file by name when needed.
The file list shows each file’s name, type, size, the articles it is attached to, whether it is embedded in article content, and the available actions for that file.
How do I upload a handbook file in Simployer One?
Open the Files tab from the Content Management page.
Upload the file from the file management page.
Attach the uploaded file to each handbook article where employees or managers need it.
After you upload a file, it is available across your organisation’s handbooks. You do not need to attach it to an article before it becomes available in file management.
How do I attach an existing file to a handbook article in Simployer One?
Open the handbook article in the article editor.
Choose an existing file from the files already stored by your organisation.
Attach the selected file to the handbook article.
If the file is new, you can upload and attach it in the article editor in one action. Reusing an existing file prevents duplicate copies of the same document across several articles.
How do I rename a handbook file in Simployer One?
Open the Files tab from the Content Management page.
Find the file you want to rename.
Rename the file from the file management page.
The new name is used everywhere the file appears. This includes every article where the file is attached and the filename that employees download. You do not need to rename the file separately in each article.
What is the difference between detaching and deleting a handbook file?
Detach a file when you want to remove it from one handbook article but keep the file available to the organisation. Delete a file only when you want to remove the file from the organisation entirely.
Detaching removes the file from one article. The file remains in file management and remains attached to any other articles that use it.
Deleting removes the file from the organisation and from all articles where it is attached or embedded.
Important: Before you delete a file, Simployer One shows where the file is used, including articles where it is attached and articles where it is embedded in the content.
Important: Deleting an embedded image breaks the article content that uses that image. Review the usage warning before you confirm deletion.
What happens when I delete a handbook file used in several articles?
Deleting a handbook file removes it from every article where it is attached and every article where it is embedded. Simployer One shows the affected articles before you confirm the deletion. If the file is an embedded image, the affected content breaks after deletion.
FAQs
Can I use the same handbook file in several articles?
Yes. Upload the handbook file once, then attach the same file to as many handbook articles as needed. There is one organisation-level copy of the file, so renaming the file updates its name everywhere it is used.
Can I restore an earlier version of a handbook file?
No. Handbook file management does not provide version history for files.
Can I preview a handbook file from the file management page?
No. The file management page shows the file name, type, size, and where it is used, but it does not show the file contents. Download the file to read it.
Can I delete several handbook files at once?
No. You delete handbook files one at a time. This lets you review each file’s usage before you confirm deletion.
Can I change the order of handbook article attachments?
No. You cannot reorder handbook article attachments by dragging them.
Are handbook files shared with other Simployer customers?
No. Handbook files are available across your own organisation’s handbooks only. They are not shared between Simployer customers.
Does central handbook file management change pricing?
No. Central handbook file management does not change pricing.
Does this apply to Handbooks Classic?
No. This article describes file handling in Simployer One Handbooks. Handbooks Classic is a separate product with its own file-handling behaviour.
What does the AI setting on a handbook file’s Access tab do?
The AI setting on a handbook file’s Access tab controls whether Sia, the AI assistant, can use the file when answering questions. For more information, see Sia answers from the documents attached to your handbook articles.
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