The Document feature enables you to access and upload documents. You will be able to share targeted documents to specific users or units. It can be found in the left-hand side menu. When you access the Document, a list of shared documents will appear arranged by title.
The Documents are restricted by the different permissions that are given to a user type. It is not all users that will be able to upload and access the uploaded documents.
How to access a document
To access a document, you have to open the folder with the given document and then click on the document. You will now be able to access the document by clicking on it.
To fully access the documents you have to download the document by clicking on the "Download" function in the top right-hand side corner. The file will now be transferred to your computer.
How to upload documents
To upload a document, you have to click on the “Create folder” function which is visible in the top right-hand side corner.
You will be asked to create a name of the folder. Then it will be possible for you to select which units or/and which users the document will be visible to. When you have decided which users or/and units that the folder will be visible to, you can now decide which premissions that they should have.
You can choose either "Can read", "Can write" or "Can manage". Click on the grey arrow-icon on the right-hand side of the name of the user or the unit to manage permissions. If you give a user the permission "Can read" this only allows the user to access the file and download it, however they will not be able to upload a document or edit in the folder. If you give a user the permission "Can write" this allows the user to edit, delete, download and upload new documents, however the user will have to create a new folder before uploading any documents. Moreover, the user will not be able to invite other users or units to the folder or manage permissions. If a user has the permission "Can manage" this allows them to edit, delete, upload, download, manage permissions, and invite other users or units to the folder.
Remember to click “Done” to save your edits.
The folder has now been created which makes it possible for you to upload documents. To upload documents, you have to click on the “Add files” function which is visible in the top right-hand side corner. Its is important that you name your documents as follows:
Here are some examples:
- salad recipe.pdf
- shift schedule.xlsx
- expense form.docx
If your files are not named accordingly this might lead to accessibility issues when trying to open these files from the mobile app. Remember to click “Done” to save your edits.
For information on which units and users that has access to the document or folder, and what permissions they have. This is done when you click on the grey icon on the right-hand side of the date the floder was uploaded.
How to delete or edit a document
To delete a folder or a document you have to click on the icon with the tree dots. You will now be able to either delete or edit the document or the folder.
The Document can be used to share important information with other users. You can create folders with a specific theme and then add documents to the folder. If you need another way to share files you can read the article about the How does the chat work or the How does Groups work.
To learn more about User Types and Permissions read this article How to manage User Types and Permissions.
Feel free to read about how Documents works on a mobile device by reading this article How does Documents work (Mobile).