This is a library for the distribution of documents stored at the company level. Documents can be uploaded and categorized and these will be available on the Portal Document Library if it is configured and/or in the Documents card in the Mobile Employee Experience (MEE).
Note for Vendor Users: The Document Library is not intended for vendor use. Neither the ‘Viewable’ setting nor the Document Type Data Sensitivity will impact the visibility of documents for vendor users; no documents in the Document Library will be visible to vendor users.
Access the Company Document Library using the Configuration Search tool. Press + to add a new document to the library or the pencil icon to view and/or edit an existing record.
When the
is clicked, this opens the Document Library Details screen.
The following fields are available to populate:
Inactive: The document must be active for it to appear in the portal.
Category: The category is used to organize the documents on the portal screen. Categories can be configured in Lookup Maintenance screen under the LookupField value of <Document Library Category>.
In the portal Documents will be sorted with No Category first, then Documents assigned a Category by the Display Order set in Lookup Maintenance and finally documents will then be sorted alphabetically. There are three system values that appear in the drop down menu:
Procedures
Miscellaneous
MEE Help
Portal Comment: This is the Description that will appear on the portal screen for this document. This is not available on the MEE.
Document: Clicking the icon will open the Upload Document window where you can upload the document.
Type: This is the Document Type that can be used to control access security to the documents. For the MEE, the Category field on the Document Types screen determines the section within the All Documents screen of the MEE a given document will appear in.
Name: The Document Name that will be shown on the portal screen.
Description: Free text field for descriptive purposes but will not be shown on the portal screen.
Attach New File: Browse to the document then click Upload.
Company Viewable: Documents marked as Company Viewable will be accessible to external client and external payroll users for that Company assuming the user has Document Type Data Sensitivity rights to the document.
Employee Viewable: Documents marked as Employee Viewable will be accessible to employee users for that Company assuming the user has Document Type Data Sensitivity rights to the document.
When the Category of MEE Help is selected, a new mandatory field is displayed:
Source: This field appears if the category <MEE Help> is selected. There are two options to select from:
Internal - for files that Equus Platform will host such as pdf, doc, png, etc, which will be delivered to Employees on the MEE.
External - where Equus Platform will host the URL that will point to an external object such as a video, website or any other document stored remotely that will be presented to the employees on the MEE.
When MEE Help and External are selected as values from the Category and Source fields respectively, three additional fields are displayed:
External Name: This defines the name of the URL/link that will be presented in the MEE and is a mandatory field.
External Link: This field is a mandatory and stores the URL for external document (e.g. pdf or png) to be presented to the user in the MEE as well as videos from different sources. Only absolute URL should be used HTTP:// or www. starting URL. For streaming content, the available options are YouTube, Vimeo, MS Stream, SharePoint and Facebook.
Description: Free text field for descriptive purposes but will not be shown on the portal screen.