How do I upload a document to an employee’s Profile folder in Simployer One?

Who can upload documents to an employee’s Profile folder in Simployer One?

The Owner, Admin and the employee’s direct Manager can upload documents to an employee’s Profile folder in Simployer One.

By default, new Profile folders and documents give Write and Read access to the Owner, Admin, the employee’s direct Manager and the employee.

Important

Because the employee and their Manager have access by default, check the folder’s access before you upload a sensitive document. For more information, see: How do I restrict access to sensitive documents in a Profile folder in Simployer One?

How do I upload a file to an employee’s Profile folder in Simployer One?

1. Select Employees in the main menu.
2. Open the employee profile.
3. Select the Documents tab (under More if it not visible), then the Profile folder tab.
4. Open the folder where you want to store the document. To create a new folder, select the folder icon with a plus sign.
5. If the default access should be restricted. Click the value in the Write access or Read access column, set the roles you want to exclude to Off, select Save and confirm with Yes, continue.
6. Open the folder and select the plus sign. You can also drag and drop a file into the folder.
7. Choose the file from your device and complete the upload.
8. Review the document’s Write and Read access to confirm that only the intended people and groups can access it.

The document now appears in the employee’s Profile folder. It starts with the folder’s access settings at the time of upload. Always check the document’s access afterwards (step 8). The person who uploads the document always gets Write access to it. 

How do I add a link to an employee’s Profile folder in Simployer One?

You can add a link to an external resource, such as SharePoint, Google Drive or Notion, instead of uploading a file to an employee’s Profile folder.

1. Select Employees in the main menu.
2. Open the employee profile, select the Documents tab and then the Profile folder tab.
3. Open the folder where you want to store the link.
4. Select the hyperlink icon.
5. Add the link details (Title and Link URL) and select Save.
6. Review the link’s Write and Read access.

Links in a Profile folder follow the same access and folder inheritance rules as uploaded documents.

What access does a new document in a Profile folder get in Simployer One?

A document uploaded to a Profile folder in Simployer One gets the folder’s Write and Read access settings at the time of upload. The person who uploads the document always gets Write access to it.

Later changes to the folder’s access don’t update documents that are already inside it.

People with Read access can open and download the document. People with Write access can also change access, move or delete the document, and set an expiration date.

Note

If you drag a document from another folder into the Profile folder, it keeps its original permissions. For more information, see: How do document access permissions work in Simployer One?

Video guide: How to Upload Documents in Simployer One
Upload Documents in Simployer One