Adding a Site Document

The documents feature lets you store any document-based records you want employees to be able to see.

Users can access these documents by clicking 'Documents' in the top menu bar. If your setup has multiple sites, you can store site-specific documents at an individual site level or higher in the hierarchy to make them visible to all sites below.

To add a new document click on 'Documents' in the top menu

Click on 'Manage Documents'

Or from the site's Manage Mode screen, select Documents in the manager sidebar.

If you don't have any documents yet you will see this screen, just click on '+New Document', 

Or if you already have documents, you need to click on this '+New Document' button

On the next screen, select a document type or choose 'other'.

You will now see a number of fields:

Path determines the file name and the folder which it sits in.

Enter the desired filename for the document (e.g., 'hr_policy.pdf').

We recommend using folders by typing the folder name before the filename so for example enter 'policies/hr_policy.pdf' to put a document in a 'policies' folder.

Remember - file names must be unique within a folder.

Title - Enter the document name e.g. 'Employee Handbook'.

Visible to  - choose from:

We advise keeping as much documentation with the first option so that employees can read by scanning your site QR code.

The following fields are for tasks created when the document is due (not applicable if the document doesn't have a review frequency):

Severity of the task  - Tasks appear in severity order on the site when due.

Task Title - should fill in by default - we recommend leaving this.

Task message - Add a custom message if you want that will show when the task is due, otherwise leave blank.

Submit interval - Set how often this document should be reviewed.

Lead time - Set when the to do task will be created to notify you.

Scroll down and you can add the document - if you don't at this stage then a task will be created for this to be added.

Add the file and then in the 'Date of document' field add the date of the document. This date will be used by the system to correctly create the due date based on the submit interval you added in the previous step.

Then click '+Save document' and you're done: