What is the Library?


What Can Go In The Document Library?

The document library is a global space where you will keep any downloadable file that is available to ALL employees, or employees in a particular department.

This is particularly useful when onboarding new employees, as well as keeping all staff updated.

Within HR Partner, there is the concept of employee files, and library files.

Thus the Library is an excellent place to store files that your employees may need on a day to day basis.  You can even organise the documents in the Library into a series of folders and sub folders.

See our other sections on how to create sub folders in the library.

Adding and Deleting Files

To add files to your library, simply drag and drop them into the rectangular area towards the top of the screen.  You can even just click on the rectangular area to be presented with a normal file selection window.

To remove a file, simply click the little red 'x' in the bottom right corner of the file icon.  This will ask you to confirm before deleting the file. - Are attached to a particular employee and cannot be viewed by any other employee.  This would be documents that pertain just to that employee, such as contracts or sick certificates etc.  These are uploaded and viewed only within the Employee View screen.

Employee Files - Are attached to a particular employee and cannot be viewed by any other employee.  This would be documents that pertain just to that employee, such as contracts or sick certificates etc.  These are uploaded and viewed only within the Employee View screen.

Library Files - Are accessible to all employees within the company, OR just to employees within a particular department.  These would be documents such as procedure manuals, company forms etc.

Thus the Library is an excellent place to store files that your employees may need on a day to day basis.  You can even organise the documents in the Library into a series of folders and sub folders.

See our other sections on how to create sub folders in the library.

Adding and Deleting Files

To add files to your library, simply drag and drop them into the rectangular area towards the top of the screen.  You can even just click on the rectangular area to be presented with a normal file selection window.

To remove a file, simply click the little 'gear' icon in the bottom right corner of the file icon, then choose 'Delete'.  This will ask you to confirm before deleting the file.

Warning

Deletions are permanent, and there is no 'undo' feature at all, so please exercise all caution when deleting files.

Updating Files

Updating an existing file is as simple as uploading a new version with the exact same name.  The old file will be replaced and the new version will be made available for your employees.  Please note that at this stage, we do not do version tracking of documents, although that is a feature we are considering for a future release.

Moving Files

At this point in time, there is no capacity to move files in between categories, although that IS a feature that we are currently working on.

Sending Files via Email

You can also send files from your Library to Employees, Job Applicants and even external parties right from the Library itself.  Simply click on the 'gear' icon in the bottom right of the file, then choose 'Send File...'.  This will pop up a window where you can specify who you want to send the file to.  For Employees and Applicants, you can choose them from a drop down list.  You can also enter a short message to go with the file.  The file itself will be sent as a direct link to download the file from your Library.

Signing Document

You can also send a document from the Library to another party for electronic signing using our own HR Partner portal.  More information on Electronic Signatures is on this page.