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Document Management

The Document Management feature is part of Pulse’s Digital Personnel File. This feature allows for the secure management and access of documents for HR managers, team leads, and employees, ensuring that sensitive information is handled with care. Document permissions are designed to protect privacy while allowing the necessary access for specific roles within the organization.

Where do I find the feature?

The Document Management feature can be found in each user’s profile under the Digital Personnel File section. Specifically, it is located under:

Personnel File > Documents

The accessibility and available actions depend on whether you are viewing your own profile or another employee’s profile.

Permissions and Views

There are two main views within Document Management:

Viewing Documents in Another Employee’s Profile

Permissions

To see documents in an employee’s profile, you need the document.read permission, either at the account level or for a team shared with the employee in question.

Document Rights

  • Read: You can view the documents of the employee.
  • Create: You can upload documents to this employee’s profile.
  • Update: If you have document update rights, you can toggle the visibility of the document, deciding whether the employee can view the document. This feature is particularly important for sensitive documents.
  • Delete: If you have the permission, you can also delete documents in the employee’s profile.

Viewing Documents in Your Own Profile

  • Uploading Documents: In your own profile, you are always able to upload documents. This ability is crucial for allowing employees to contribute to their own personnel files, such as submitting signed forms, certificates, or other documents that should be tracked within the organization.
  • Visibility: Documents you upload are always visible to you by default. However, if someone else (with the necessary permissions) toggles the document’s visibility, it can be hidden from your view.
  • Limitations:
    • Editing and Deleting: You cannot change or delete documents in your own profile, even the ones you uploaded. This limitation ensures that documents in the personnel file remain intact and secure.
    • Viewing: You can only view documents that are visible to you. If someone with the necessary rights has toggled the visibility of a document, it will no longer be visible to you.

Feature Breakdown

Drag & Drop

This feature makes it easy to upload multiple files at once by simply dragging and dropping them into the document area.
Important: All documents uploaded using this feature are, by default, not visible to the employee in question. After upload, a person with update rights can toggle visibility for each document uploaded.

Files

While the document name and its visibility settings can be updated, the file itself cannot be changed. If a document needs to be updated, the correct process is to delete the document and re-upload the updated version.
Why is this important? This restriction ensures that the integrity of files remains intact and there is a clear audit trail for any document changes. It prevents accidental overwrites and ensures that only authorized, deliberate changes are made to documents.

Document List

The list of documents is sorted by upload date in descending order, meaning the most recent documents appear at the top. This setup ensures that the latest documents are always visible first, which is particularly useful for managing new or updated documents.

Users can search for documents by name. This feature allows quick access to specific documents without needing to scroll through the entire document list.

Allowed File Extensions

To ensure compatibility and security, only certain file types can be uploaded. The following file extensions are supported:

  • PDF: .pdf – Standard for document sharing and printing.
  • Word Documents: .doc, .docx – Common formats for text documents.
  • Excel Spreadsheets: .xls, .xlsx – For managing data and spreadsheets.
  • PowerPoint Presentations: .ppt, .pptx – For presentations.
  • Text Files: .txt – Basic text format for simple content.
  • ODF: .odt, .ods, .odp – OpenDocument formats for text, spreadsheets, and presentations.
  • JPEG: .jpg, .jpeg – Widely used image format.
  • PNG: .png – Popular for images with transparency.
  • GIF: .gif – Supports animations.
  • SVG: .svg – Scalable vector graphics for icons or diagrams.
  • ZIP: .zip – Common format for compressed files.
  • RAR: .rar – Another compressed file format.
  • 7z: .7z – Compressed format with better compression rates than ZIP.
  • CSV: .csv – Text file for spreadsheet-style data (often used for imports/exports).
  • JSON: .json – Often used for data exchange or configuration files.
  • XML: .xml – Similar to JSON, used for data representation.

FAQs:

Who can see my documents?

You can always see your own documents if the visibility flag is on, but others need the document.read permission in either the account or team.

What happens when an HR team member leaves the company?

Access to documents is tied to roles and permissions. When someone leaves, their access is revoked, and new HR personnel will need appropriate permissions to access historical documents.

Can I create a folder structure?

No, folder structures are not supported in the Document Management feature. This design decision ensures simplicity and ease of use, especially as the system grows and documents multiply. Instead of folders, you can use a combination of tags in the document names and the powerful search function to organize and find documents more efficiently.

For example, adding tags like “Contract_2023” or “Medical_Record_April” to the document name allows you to quickly retrieve files through search, making the process faster than navigating through a folder hierarchy.