Which document space should I use in Simployer One?

What are the document spaces in Simployer One?

Simployer One has four document spaces: My documents, Profile folder, Shared documents and Company documents. Choose a document space based on who owns the content and who must be able to read it.

What is My documents in Simployer One?

My documents is an employee’s personal document space in Simployer One. The My documents tab is visible only to the employee, on their own employee profile.

• Who can upload: The employee can upload files and links to their own My documents.
• Default visibility: Content in My documents is private to the employee unless the employee shares a folder.
• Sharing options: A folder in My documents can be shared with individual employees, departments, offices or employment types. Roles are not available as a scope in My documents.
• Typical use: Personal files, working documents and content that should not be shared by default.

Important

My documents is not a company-wide library. Other employees can open content in My documents only when a folder has been shared with them.

What is the Profile folder in Simployer One?

The Profile folder stores documents connected to one specific employee in Simployer One. To open it, select Employees in the main menu, open the employee profile, select the Documents tab and then the Profile folder tab.

• Who can upload: The Owner, Admin and the employee’s direct Manager can add documents to the employee’s Profile folder.
• Default access: New Profile folders and documents start with Write and Read access for the Owner, Admin, Manager and the employee.
• Sharing options: Profile folder content can also be shared with roles, individual employees, departments, offices or employment types.
• Typical use: Employment agreements, diplomas, certificates, reviews and other documents tied to one employee.

Important

By default, the employee and their Manager can see documents in the Profile folder. If anyone with default access should not see a sensitive document, restrict the folder before you upload the document. For more information, see: How do I restrict access to sensitive documents in a Profile folder in Simployer One?

What is Shared documents in Simployer One?

Shared documents in Simployer One shows content that other people have shared with an employee. It includes:

• Folders shared from Company documents
• Folders shared from another employee’s My documents
• Folders shared from another employee’s Profile folder
• Signed documents from signing processes the employee took part in as a signing party or observer

To open Shared documents, open your employee profile, select the Documents tab and then the Shared documents tab. You can also click your initials in the top-right corner, select Documents and then Shared documents.

You can’t upload directly to Shared documents. Upload the file or link to its original document space, and give the employee access to that folder.

What is Company documents in Simployer One?

Company documents is the company-wide document library in Simployer One. To open it, select Documents in the main menu, then Company documents.

• Who can upload: Only the Owner and Admin can add files, links and folders.
• Visibility: Every employee in the company has Read access.
• Access restriction: Read access to Company documents can’t be limited to a department, office, employment type, role or individual employee.
• Typical use: Employee handbooks, company-wide policies and information every employee should be able to read.

Important

Don’t upload a document to Company documents if even one employee must not see it. Use a Profile folder or a shared My documents folder instead.

Which document space should I use for sensitive documents in Simployer One?

Follow these guidelines when you decide where to store a document in Simployer One:

• My documents: Use for an employee’s private files, or for folders the employee shares with selected people or groups.
• Profile folder: Use for documents connected to one employee, especially employment and personnel records. Restrict the folder before uploading if anyone with default access must not see the content.
• Shared documents: Use to find content that has already been shared with the employee.
• Company documents: Use only for content every employee in the company should be able to read.

For more information about access settings, see: How do document access permissions work in Simployer One?