Configuring the Document Portal

If you need somewhere to store documents, such as an employee handbook or supervision forms, e-days can help. The e-days Document Portal provides a shared area for documents to be stored, which is accessible to anyone with the Document Portal role permission.

The Document Portal is a paid feature in e-days, therefore if you would like to make use of it, please contact the Customer Success Team (customersuccess@e-days.com) who can discuss your account options.

Once the Document Portal has been enabled on your system, you will need to configure the role settings on your account. If you would like to have the roles updated globally, please contact the Support Desk who will be able enable the Document Portal permission for you.

Document Portal Access Levels

Many systems that are using the Document Portal have more than one access level set, so for example: all users can access the portal to view the Employee Handbook; Authorisers and Administrators can access the portal to view the Employee Handbook, plus blank supervision forms; Administrators can access the portal to view the Employee Handbook, blank supervision forms, plus sensitive documents.

To set up the document portal with tiers like this, you would need to create a new group list. Please follow the steps below:

  • Navigate to Admin tools > Admin panel  > Global > Group setup
  • Click Add Group
  • Name the group e.g. Document Portal Tier
  • Review the settings and click Save (ensure Allow multiple selections is ticked)
  • Click List next to the new Group
  • Click Add new
  • Enter the name e.g. User Access, Authoriser Access, Full Access etc.
  • Click Save
  • Repeat this for all required tiers
  • Once created add the users into their respective tiers using the Bulk user update tool
  • Bulk user update - Groups

Creating Document Portal Categories

To create the categories relating to different access levels, please follow the steps below:

  • Navigate to Admin tools > Admin panel  > Global > Document Portal
  • Click the Add category button
  • Enter the name of the category e.g. Employee Documents, Administrator Documents, Authoriser Documents
  • Enter a description
  • In the Groups section, select the Document Portal Tier’s that you wish to be included
  • Click the Choose files button to add a document
  • Click Save

 

Adding documents to an existing category

You can add a document to an existing Document Portal category by following the below steps:

  • Navigate to Admin tools > Admin panel > Global > Document Portal
  • Click Edit next to the required category
  • Click the Choose file button and select the required file
  • Click the Save button

How to access the Document Portal on the Front End

The Document Portal can be accessed by anyone with the required permission from the front end of e-days. Users will only be able to see the categories that their Document Portal Tier is assigned to. Please follow the steps below to access the portal:

  • Navigate to My Tools > Document Portal
  • Click the link to open the required document
  • Your browser will download the document for you to open

 

How to Edit/Review a document

Once a document has been uploaded, you can edit it to add a description, or change the name. You can also review who has downloaded it.

To Edit or review a document, please follow these3 steps:

  • Navigate to Admin tools > Admin panel  > Global > Document Portal
  • Click Edit next to the required category
  • To view the users that have downloaded a document, click the Downloads button on its row
  • To edit the details of a document, click the Edit button on its row, amend the required fields and click Save