Organising Your Library Documents
HR Partner has quite a powerful document library, and one of the best things about it is that you can customise how you want to organise things.
Normally, on your local or server hard drive, you would categorise your documents into specific sections or categories by storing them in folders and subfolders, rather than all in one big pile. You can do the same in HR Partner.
Notice towards the left of the Library screen, under the list of existing categories, you have the option to 'Add New Category'. Clicking this will show you the following window:
In here, you can give this category a meaningful name, that your employees will immediately understand.
You can even specify the 'Parent' of this category, which is the category that this new one you are creating will sit under. This is how you organise folders - you create categories under a parent category to build the 'tree' of categories that you can store documents in.
Next option is to specify the visibility of documents in this category. If you leave the 'Department Access Allowed' field blank, then ALL your employees can see all documents within this category. However, if you enter one of more Department names in here, then ONLY those employees in those departments will be able to see these documents.
You cannot restrict individual documents to a group of employees in a department, you can only restrict an entire category (and all the documents within it). So please be careful and plan ahead if you wish to set up a document library that is restricted to only certain departments.
Modifying and Deleting Categories
Over on the top right of the screen, you can see two buttons to 'Edit Category' and 'Delete Category'. To edit or delete a category, you must first navigate to it, using the category listings on the left of the screen.
Then, once you are in the category, you can click either of these two buttons to edit the category heading, the parent and the departmental restrictions - or to delete the category.
To delete the category, you must ensure that there are no files in it - i.e. you have to delete all the files in the category first.
At this stage, there is no option to move files into a different category, but this is something that we are working on.