Share documents with the team

In Documents your institution shares files with its people: regulations, circulars, schedules or documents for a single person. Each document has a visibility that decides who sees it, and it can be addressed to one or more ensembles. People find them in “My documents”, on the web and in the apps, as explained in Your documents.

Upload documents

Go to People › Administration › Documents.
Drag the files onto the area at the top or click Upload. You can upload several at once.
In Upload document, check each file’s name and choose its Category and Visibility.
Click a file’s arrow to add a Description and choose its Groupings. If it’s Personal, choose the Recipient there.
Click Upload all.

The documents appear in the list and, from then on, in the “My documents” of whoever can see them. Nobody gets a notice: if it’s important, tell the team.

Who sees each document

Public: everyone with a current contract at your institution.
Permanent: only people with a permanent contract, not those hired for a project.
Management: only the people who manage the institution’s documents.
Personal: only the person chosen as recipient.

If you choose ensembles, only people in those ensembles see it, and someone without an ensemble only sees documents that have none. When someone’s contract ends, they stop seeing the institution’s documents.

On this screen you see all documents. To see only one visibility, use the tabs at the top.

Change a document

One at a time: click the pencil on its row, change what you need in Edit document and click Save. The ⋮ menu also has Rename and Change category.
Several at once: select them and use Actions › Assign category, Change visibility or Assign grouping. Assigning an ensemble replaces any they had. To make several documents personal, change them one at a time: each one needs its recipient.
Delete: in the ⋮ menu on its row, choose Delete, or select several and use Delete selected. It can’t be undone.

To search, use Search by name... or Advanced filters: category, ensembles and upload date. Export downloads the list in Excel: the selected documents or, if you don’t select any, those in the tab and the search.

Organise by category

Go to Settings › General settings › Administration › Document categories.
Click Add category, enter the name and choose a colour.
Click Save.

To stop a category from being offered, deactivate it on its row: documents that already have it keep it. It can only be deleted if it has no documents.

If it doesn’t work

Someone doesn’t see a document. Check its visibility and ensembles: with Permanent people on project contracts don’t see it, and someone without an ensemble only sees documents without ensembles. They need a current contract with you; if they work with several institutions, they should choose your institution’s contract at the top.
A file doesn’t appear in the window when you drag it. It’s too large. Make it smaller, for example by saving it as a compressed PDF, and upload it again.
Error creating document appears when uploading a personal document. The recipient is missing: open the file’s arrow and choose them.
It won’t let you delete a category. It has documents. Deactivate it so it’s no longer offered.
A category doesn’t appear when uploading. It’s inactive: activate it in Document categories.
You work with several institutions and see another one’s documents. At the top, in Contract, choose a contract from the institution you want to manage.
You don’t see Documents in Administration. Your access role doesn’t include it. Talk to the person who manages your institution.

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