The documents tab on a person's profile can be a very useful place to store documents pertaining to the individual.
This article covers:
How to Upload and Download Documents
1. Navigate to the User's Documents tab.
2. If there is nothing uploaded yet, it will look like the above image. You can either drag and drop files onto the middle of the screen to upload them. Otherwise you can click on the Upload button on the top right and select from which file to upload from your computer.
3. For downloading documents, click on the highlighted name of the document itself.
4. By clicking on the three dots to the right, you can Copy Link, Move Folder, Edit Name, or Delete the file
Folders
A user's documents tab will by default have a folder named General Documents; however, the system administrator can create as many folders as required by the business and access to those customizable folders can also be controlled by the system administrator.
This gives flexible layers of privacy for sensitive documents and documents that need to be readily available to supervisors or HR.
For further information on how to create additional document folders please view our article on creating document folders here: How to Create Document Folders
What are the Use Cases?
A person's documents tab is great place to store documents, photos, or contracts relating to compliance.
While there are sections in intelliHR dedicated to things like qualifications (and the required documents that go along with it) the documents tab could be used for more general areas of compliance that don't fit neatly into other areas. Like in the example above, a photo of a Work From Home setup might be a useful bit of documentation to keep in this area.
The difference between Settings >> System Files and a person's documents tab would be that use of specificity. General files pertaining to the whole business (or just pertinent for system administrators) would be better off in System Files, while things pertaining to an individual would be better off in their documents tab.
Of course this tab is subject to the same #all, #own, and #subordinate permissions that everything else uses. Depending on the sensitivity of the material, you should consider which folder would be the appropriate one to upload it into.