This article is for managers using Deputy HR's Document Library to manage and share company documents with their team.
- Access the Deputy HR Document Library
- Add new documents
- Manage documents
- Share documents
- View documents
- Tracking acknowledgement
- Unshare documents
- Bulk actions
Access the Deputy HR Document Library
1. Log into the Deputy website.
2. On the People tab, click on Document Library on the left-hand navigation bar.
Add new documents
1. To start adding company documents to your Document Library click on Add in the top right-hand side corner.
2. Click on Attachment and select your file(s) to upload from your computer. Choose files that are in the format JPEG, PNG or PDF. Maximum 20MB in size and no more than 20 files.
3. The files you have uploaded will appear and you can click on the text box to rename the file name if you wish.
You can click on the trash can icon to delete a file if it has been uploaded in error.
You can click Upload more documents to select more files.
Tick the check box if you want your team to acknowledge they have read the documents once you upload them.
IMPORTANT: The 'Requires acknowledgement' setting can not be added or removed later so please ensure you make the correct selection before you complete the upload.
4. Once you are happy with the file you have selected, their naming and whether you want your team to acknowledge them, click Upload.
A progress bar will display to show you how many files have been uploaded and then you will receive a success message in the lower left of the screen once all documents have been uploaded to your document library.
Manage documents
Documents already uploaded to your Document library will be displayed with a 'Last updated' date and the name of the manager who uploaded the document.
To manage these documents hover over the document and click on the ellipse (...) icon.
Download documents
Select Download from the dropdown menu to download a copy of the document to your computer.
Rename Documents
Select Rename from the dropdown menu and click on the text box to change the name of the document then click Rename.
Delete documents
Select Delete from the dropdown menu to remove a document from your library.
IMPORTANT: You will receive a warning reminding you that once a document is deleted it can not be recovered or restored. Deleting a document from the library means that it will no longer be shared with any team members who were previously able to view it.
Share documents
Once your document has been uploaded to the Document Library, managers may then select which team members they wish to be able to view the document, based on the team member's location and access role.
1. For the document you wish to share, hover over the document name and click Share.
2. Click on the Locations drop-down menu and tick the check box to select the locations you wish the document to be shared with. You can use the text box to search for locations by name if you have many to choose from. Click Done once you have made your selections.
3. Click on the Acess Levels drop-down menu and tick the check box to select the access levels you wish the document to be shared with.
IMPORTANT: In making these Location and access level selections, be aware that for the document to be shared with a team member they must fulfil BOTH criteria.
In the example above, the Privacy policy document selected will only be shared with team members who work at the location "The Fire Flower" AND have access level "Employee".
4. Choose whether you want to notify the team members you are sharing the document with that there is a new document to view or not.
5. When you are ready, click Share.
The document will be automatically shared with the team members who currently fit the criteria you have specified for the location AND access role.
They will be notified if you configured Notify new.
If you have a new team member later added to your account who also fits the criteria for location and access role, they will automatically have the document shared with them as well.
View documents
If you would like to preview a document in the Document Library simply click on it.
A preview will be displayed on the left-hand side. Click on the info icon to hide the right hand side info bar and expand the preview to full screen if you prefer or use the zoom buttons at the bottom of the screen to increase or decrease the size of the document display.
To download, rename or delete the document, click on the ellipse (...) icon.
The right-hand side panel also has a section that allows you to track acknowledgement of which team members have read the document (if you requested it when you uploaded it)
There is also a section to inform you which location and access level this document is shared with and allows you to manage this if you need to change it.
Hover over the Share with section and click on Manage.
Tracking acknowledgement
If you ticked the box to Require acknowledgement when you uploaded a document then team members will be required to acknowledge a document when they receive it.
1. You can track the progress of the acknowledgement by clicking on a document in the Document Library to preview it.
2. In the Acknowledgement section on the top right-hand side, there is a quick view progress to show how many team members have acknowledged the document. Click View to see which team members have and have not acknowledged the document.
3. A list of team members who are required to acknowledge the document according to the criteria set when the manager shared the document will be displayed along with information about whether they have acknowledged it yet or not.
If you need to send an individual a reminder click on the bell next to their name. To send reminders to all team members who have not yet acknowledged their document, click on the Pending tab then click on Send X reminders.
Unshare documents
If you have previously shared a document but now decide you no longer want to share it simply click on the Share button in the Document library.
Click Remove all access.
Note: the document will no longer be shared with any team members but will still appear in the Document Library.
Bulk actions
You can use bulk actions to download or delete multiple documents at once.
Use the checkboxes on the left-hand side of the document name to select the documents, or use the check box at the top to select all.
Click on Download or Delete as appropriate to download or delete all selected documents as a bulk action.