Documents resources

The documents resources module in Folks allows you to upload documents that need to be accessible to all employees, such as the employee handbook, group insurance documents, company policies, social club events, and more. This guide details the steps to configure and use the module, both for administrators and employees. 

Administrator Access

Add a document

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Click on + Add at the top right
4. Add a description and a category. The category can be created or selected from the dropdown menu.
5. Decide whether this documentation should be visible or not
6. Add attachments
7. Click save

Manage documents

1. Go to Documents > Documents Resources

2. Click on the gear icon at the top right to access configuration mode

   All documents in the module are on this page. You can filter by category from the dropdown menu at the top left. You can also search by document name.

Under the action column, three options are available:

• Hide: allows you to make this document invisible to the entire organization
• Edit: allows you to modify the description, category, add or remove attachments. This also allows you to completely delete the document. 
• Download: allows you to download the document in your browser

Employee Access

Documents are accessible to employees by going to Documents > Documents Resources. It is possible to view or download the documents. No edit or deletion actions are available. 

⚠️Please note that URLs are not supported through the mobile application Documents section.

Follow the next steps to delete a document from the documents resources module:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Locate the document in the list and click on Edit (pencil-paper icon)
4. In the menu that opens, click on delete
5. Confirm the deletion of the document

⚠️Important: this action is irreversible. Once deleted, the document will not be recoverable.

👉 Tip: if you want to hide the document and not delete it completely, click instead on the eye icon at step 3. This will make the document invisible to the entire organization. 

How to download a file from the documents resources module?

To download a file, follow these simple steps:

1. Go to Documents > Documents Resources
2. Check the box next to the files you want to download. You can select one or multiple files as needed.
3. Once the files are selected, click on download. They will be downloaded directly in your browser.

💡Tip: if you only have one document to download at a time, simply click on the download icon next to the document's name. 

How to rename a category in the document resources module?

To edit the name of a category, follow these simple steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. From the category dropdown at the top left, click on the three vertical dots ⋮ next to the category to edit.
4. Click edit and make the necessary changes.
5. Press the Enter key on your keyboard to confirm the changes.

💡Tip: this option to edit the category title is also available when you add a new document or when you edit an existing document.

To add a new version of a document, follow these steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Find the document to change and click on the eye icon to hide the old version of the document. This allows you to keep a history of old documents without deleting them.
4. Click on + Add at the top right of the page to include the new version of your document.
5. Enter the details of your new version and click save. 

Once the new version of the document is added, it will appear in the list, ready to be viewed by employees.

To edit a document already added in the documents resources, follow these steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access the configuration of this module
3. Find the document to modify and click on edit

What modifications are possible for a document?

You can make the following changes to your document:

• Modify the description
• Change the category: select a new category for the document using the appropriate dropdown menu.
• Enable or disable visibility: Choose to show or hide the document for employees by enabling or disabling the show option.
• Delete an attachment: If necessary, delete an attachment by clicking on the trash icon next to it.
• Add a new file: Upload a new file to replace the old one in the attachments section. You can also drag and drop the file directly into the designated box.

Why can't I import a file larger than 25MB?

Importing files larger than 25MB is blocked in our system. This security measure is in place to protect our internal servers and ensure optimal performance for all users.

What should I do if I have a video larger than 25MB that I want to import?

For videos exceeding the 25MB limit, we recommend splitting them into several segments each under 25MB. This will allow you to import them smoothly into our system.

Tips for splitting videos 

Use video editing software: Many free and paid software options are available to help you efficiently cut your videos.

Save each segment separately: After cutting, make sure to save each part as a separate file to facilitate importing.

Test before importing: Before importing the segments into our system, check that they work properly and do not exceed the size limit.

Here is a summary of the features available in the documents tab of the employee profile.

Adding and Editing documents

From the employee profile, in the documents tab, click the + Add button. Select the document you wish to add by browsing your computer. 

Once the first document has been uploaded, the following actions will be available by clicking on the three vertical dots (⋮) next to the document: Move to, Download, Rename, Show Preview, and Delete.

To share the document with the employee, simply set the toggle to Yes.

⚡ Note: A single folder can contain both shared and unshared documents.

Creating and Managing Folders

By default, the Permanent Folder is present and cannot be renamed or deleted.

To create another folder for this employee, click on the + Add button in the custom folders section. Once the folder has been created, you can rename or delete it.

Manually created folders will be visible to the employee even if none of the documents inside have been shared with them. They can also add their own documents to these folders.

To filter documents added by the employee, use the Added by employee filter.

E-Signature Integration with Documents Tab

This feature allows documents signed via the electronic signature module to be automatically integrated into the employee's file. When sending a document to be signed by the e-signature module, the add to profile option will be available.

If this box is checked, as soon as the document is signed, it will be sent by default to the Permanent Folder in the employee's profile. It is possible to send the same document to be signed by different employees and determine in the profile of which employee(s) the system will send a copy of the signed document.

All signed documents are tagged as Signed by employee (in the documents tab of the employee's profile), making it easy to filter and identify.

⚡ Note: You cannot send a document for signature directly from the employee's profile. This action must still be initiated from the e-signature module.