This article is intended for:
Related module:
A new internal regulation? A new charter? The election of employee representatives?
With Eurécia, you can make documents available to all your employees or only to a department or structure in just a few clicks.
Estimated reading time: 1 minute
📖 In this article:
⚠️ Warning: you are in the new Documents Area!
If the feature is already activated in your environment, you will find Shared Documents directly in the Documents tab of your HR Portal module.
A quick look is all it takes:
👉 Go to HR Portal > Documents.
If you do not see the section yet, don't worry! It is being deployed and will arrive very soon 🚀 Creating a folder in the “Documents” area
Share a document
Access: HR Portal > Shared documents
To add documents:
- Click the “
Add a document” button
- Attach a file by clicking “Browse”
- Select your file on your computer and click “Validate” or “Open”
- Check the “Notify by email” box if your employees need to be informed that the document is available
Restrict visibility
Access: HR Portal > Shared documents
You can set up filtering to restrict document visibility:
- Filtering by department
- Filtering by structures
- Filtering by professional status
- Exception by user
Filtering by department / structure / professional status
By default, your document is visible to all your employees. To restrict visibility based on one of the 4 criteria above:
- Click “Enable”
- Select “Restricted”: all departments/structures/professional statuses will no longer see the document except the one(s) you select next
- Select the departments/structures/professional statuses that can view your document
- Save
Exception by user
If you want only Laure and Jean to see your document:
- Check “Enable”, then in the “Make visible” field, select “None” for the Departments/structures and professional status criteria: no employee will see your document
- In the “Exception by user” section, select your two employees by clicking “
- In the “Has visibility on the file” column, select “Visible”
- Save
Warning!
If an employee does not have a department, structure, or professional status specified in their employee record, they will be able to view all shared documents. You must add them to the exception by user list.
If you want all employees in a department to be able to view your document except Laure and Jean:
- Check the “Enable” box only for department filtering
- In the “Make visible” field, select “Restricted”
- Select the “Service clientèle” department
- In the “Exception by user” section, select your two employees “Laure” and “Jean” by clicking “
- In the “Has visibility on the file” column, select “Not visible”
- Save
Pin shared documents
As an administrator, you can determine which documents will be pinned to your employees' home page.
Why pin a document?
You can pin up to 5 different documents, but your employees will only see two on their home pages.
Why be able to pin 5 then, you might ask 😊? You can restrict the visibility of your documents by department, structure, professional status, etc. Therefore, not all your employees necessarily have visibility on all documents.
Your employees will therefore see on their home page the last 2 pinned shared documents that they are allowed to view!
How to pin a document?
Access: HR Portal > Shared documents
You can simply choose which documents to pin to your employees' home page:
- Create a new document or open an existing document
- Check the dedicated box
- Save
You can only pin up to 5 different documents. You can see at a glance which documents are already pinned.
View a shared document
Access: HR Portal > Shared documents
The document is displayed when you click the file icon to download and view the document.
You can sort your documents by date added by clicking the “Date of creation” column.
Good to know: only administrators can add documents.
Keywords: Shared documents · add · restrict · visibility · filter · document · shared · scope · visible · view · consultation · certificate · regulations · doc · charter · sharing · all · for · share
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