In this topic

• Introduction
• Employee Access to Uploaded Documents
• Viewing a File
• Uploading a File
• Deleting a File

Introduction

This topic describes how to manage documents for employees.

NOTE: The functionality described in this topic is available to any user who has the Document Manager web role.

Employee Access to Uploaded Documents

The configuration of a document field determines whether an employee can view documents in a field.

Underneath each document field name, you will see details of the access level that has been given to employees for that document field. For example, a field may indicate that “Employees have no access to the documents below” or “Employees can View, Add, Delete the documents below”.

It is important that you ensure that sensitive information is not uploaded into a field that an employee has access to.

NOTE: If a field is incorrectly configured for employee access, you will need to contact the administrator on your account for assistance.

Viewing a File

To view a file that has already been uploaded:

1. Go to the Employees screen using the menu
2. Use the search filters or the page navigation links at the bottom of the screen to find the employee if required
3. Click on the Employee’s Name
4. Locate the document that you want to view
5. Click on the File name or the Download link

Uploading a File

To upload a new file:

1. Go to the Employees screen using the menu
2. Use the search filters or the page navigation links at the bottom of the screen to find the employee if required
3. Hover your mouse cursor over the Edit button to the left of the employee’s name
4. Select the Documents link from the fly out menu
5. Locate the document field that you would like to upload a document into
6. Click the Choose File or Browse… button (depending on your web browser)
7. Select the file that you want to upload
8. Enter a Description for the file
9. Click the Save Changes button

Deleting a File

To delete a file that has already been uploaded:

1. Go to the Employees screen using the menu
2. Use the search filters or the page navigation links at the bottom of the screen to find the employee if required
3. Hover your mouse cursor over the Edit button to the left of the employee’s name
4. Select the Documents link from the fly out menu
5. Locate the document that that you want to delete
6. Click the Delete button to the right of the file

NOTE: If the Delete button is not visible, then the document field has not been configured to allow you to delete documents. You will need to contact the administrator on your account for assistance.