In this topic

• Introduction
• Creating a Company Document Field
• Modifying a Company Document Field
• Viewing All Company Documents in a Field
• Uploading a Company Document
• Deleting a Company Document Field

Introduction

This topic describes how to configure document fields for company wide documents.

Company wide document fields allow you to make a document available to all employees in your organisation. You can also configure a company wide document field so that a Manager can also upload documents into the company wide document filed.

A manager must have the Document Manager web role in order to manage company wide document fileds. An employee needs to have the Employee Self Service User web role in order to view company wide documents.

Creating a Company Document Field

To create a new Company Document field:

1. Go to the On-Demand Docs -> Company Documents screen
2. Click the Add button at the top right of the screen
3. This will create a blank row at the top of the list of document fields that already exist
4. Enter a Document Name for the field
5. Enter a Document Description for the field
6. If you want employees to be able to view documents uploaded into this field, place a tick in the View employee permission check box
7. Configure the Manager permissions for the field by:
   • Ticking the View check box if you want a manager to be able to view documents uploaded into this field
   • Ticking the Upload check box if you want a manager to be able to upload documents into this field
   • Ticking the Delete check box if you want a manager to be able to delete documents that have been uploaded into this field
8. Click the Disk button to save the document field

Modifying a Company Document Field

To modify an existing Document field:

1. Go to the On-Demand Docs -> Company Documents screen
2. Locate the document field that you wish to edit
3. Update the Document Name for the field if required
4. Update the Document Description for the field if required
5. Update the Employee permission for the field if required by ticking/unticking the View check box
6. Update the Manager permissions for the field if required by:
   • Ticking/unticking the View check box
   • Ticking/unticking the Upload check box
   • Ticking/unticking the Delete check box
7. Click the Disk button to save the changes

Viewing All Company Documents in a Field

To view all of the documents that have been uploaded into a field:

1. Go to the On-Demand Docs -> Company Documents screen
2. Locate the document field that you wish to view
3. Click the Eye button to view the documents that have been uploaded into the field
4. From the view all documents dialog, you can:
   • See the File Name
   • See the Description of the file
   • See when the file was uploaded
   • Delete the file if required
   • Download the file if required
   • Update the description of the file if required

Uploading a Company Document

To upload a company document:

1. Go to the On-Demand Docs -> Company Documents screen
2. Locate the document field that you wish to upload a document into
3. Click the Upload button for that document field
4. In the dialog, click the Add button at the top left
5. A new document entry will be added to the top of the list
6. Click the Choose File or Browse.. button (depending on your web browser)
7. Choose the file that you wish to upload
8. Add a Description for the file that you are uploading
9. Click the Disk button to save the new file

Deleting a Company Document Field

If you delete a company document field, you will also lose access to the documents that have been uploaded into that field. If you wish to keep those documents but don’t want new documents to be uploaded into the field, you should instead modify the field to remove employee and manager permissions.

To delete a document field:

1. Go to the On-Demand Docs -> Company Documents screen
2. Locate the document field that you wish to delete
3. Click the Trash Can button for that document field
4. Click OK at the confirmation dialog