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 follow the steps below:.

Step 1

Navigate to the Documents tab in Manage Mode of the site where you want to add the document. If you are already there, skip to Step 3.

From the inbox of the site where you want to add the document, go to the 'Documents' tab.

Step 2

Click on 'Manage Documents'

Step 3

Click on '+New'

Step 4

Select a document type based on what file you expect to be uploading.

You will now see a number of fields:

Step 5

Title - Enter the document name e.g. 'Sickness Absence Policy'.

Step 6

Visible to - choose from:

Anyone with a valid link or QR code (recommended)
All users with access - ie logged in users
Managers with access - users with manager access

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

Step 7

Severity - Specify the severity of the document. Any tasks generated from this document will inherit this severity. By default, site inboxes are arranged with the most severe tasks at the top.

Step 8a

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

The system suggests paths of existing folders (if there are any) or you can choose not to put it in a folder which will be the bottom option.

Click on the option you want, or you can edit or free type the path.

The folder in this example is policies so that sits before the / symbol.

So the format is:

[folder]/[filename]

Or you can add more sub folders:

[folder]/[subfolder]/[filename]

Step 8b

(Optional)

Still confused on how the document path works?

Watch this video below for further explanation.

Note - you can always edit the document after you have created it to change the folder by editing the path

Step 9

Submit interval - How often the document should be revised , e.g., every year or month. (or leave as none if you don't need to revise it on a set schedule)

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

Step 10

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.

Step 11

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.

Step 12

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

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