Manage your company files
Company files is a handy place to keep all your documents and policies in one centralised place.
One of the first steps of streamlining your people management processes is to get all your important company information into one place. You can upload any document you like, including those that you'd like to share with multiple employees.
Files that are specific to a particular employee, such as a person's contract or job description, can be stored in Employee files.
Uploading your company files to the platform has many benefits, such as:
- having all your information in one place,
- making it easy to share and manage files,
- saving time and hassle, and
- giving you peace of mind that your data is secure.
You can organise your files effectively by categorising them, and control who can access them by utilising the permissions function.
Note. Admins and managers will need to be set up with the correct permissions to manage company files.
Upload, preview, download or delete files
To upload a file to Company files:
1. Click Manage>Company files and select Upload.
2. You can upload files from your computer, or drag and drop up to 10 files at a time. Each file must be no bigger than 35MB.
Accepted file types:
- JPG
- JPEG
- PNG
- DOC
- DOCX
- XLS
- XLSX
- CSV
- PPTX
- PPT
3. Once your files are successfully uploaded, you will see an 'Upload successful' message. You can choose to upload more files or click Done.
Make sure your file is named clearly and logically before you upload it.
If you're getting started with People Management it can be really helpful to upload and organise all of your company files at the same time.
To preview a file (PDF and image files only):
Select the file you wish to preview and click on the eye icon. If the icon is grey, this means the preview function is not available for that file.
**The preview feature is currently only available for PDFs and image files.
To download a file:
Click on the download arrow next to the file.
If you'd like to do a bulk download of files, select the files you need, click Action and then Download.
To delete a file:
Select the files you want to delete, click Action and then Delete.
To search for a file
The search function allows you to search by name, category, or by the file type, e.g. PDF.
You can also filter your view of company files by category, user who uploaded, or file type.
Or you can sort the list view using the search tools to sort your list by:
- Name
- Date uploaded (Default view Newest)
- Uploaded by
- Category
- Shared with
To edit a files category
To edit the category a file has been filed under, select the files in Company files and then click Action>Edit categories.
Choose an existing category or click + Create new category if you'd like a new file category.
To edit sharing permissions
To share a document with your employees, go to Company files then click the ellipsis (...) menu for the file you wish to share, then click Edit permissions.
You can choose to share with all managers and/or employees, or choose specific employees.
Click Save once you have chosen who you'd like to share the files with.
If you wish to share multiple files at once to the same group of employees, use the checkboxes to select all files you wish to share, then click Action>Edit permissions. You can choose the managers and/or employees in the same way as above.
