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Document Storage

How to use Pro to securely store company and employee documents

James Denham avatar
Written by James Denham
Updated over a week ago

With our Pro package, Document Storage allows you to securely upload a range of documents, which can be stored in an employee’s profile, or available to access company-wide.

Company Document Storage

Admins and managers can view and edit documents on their RotaCloud account, and can choose who sees these. To do this, go to Company → Documents.

Here, you will be able to view and upload documents to your account.

Use the search bar at the top of the page to search for a specific document. You can also alter the layout of this page in the top right hand corner. You can do this by selecting if you wish to view the documents in a list or a grid format.

You can upload new documents in this section by clicking the blue plus icon. A pop-up window will appear where you can choose which file you wish to upload.

(NB: It’s important to set the filename before uploading your document, as it isn’t possible to edit the filename from within RotaCloud).

If you need to upload multiple documents simply click ‘Add another file’ to select another one.

Once you’ve selected all the files you need, you can then manage the visibility of these documents.

Click on the drop-down menu under the Visibility heading to select who you want to have access to view these files. You can choose if you want the access to be Private (only visible to yourself), Public (visible to everyone), or you can choose to customise the visibility.

If you wish to customise the visibility, you can select which staff members from the Employees list you’d like to grant access to. Click ‘Upload’ once you’re happy with your selections.

Viewing and Editing a Document

To view an uploaded document, find and click on the relevant file and then click 'Download' to export and view the file on your device.

If you wish to edit the visibility of a Document, click on the file and select 'Edit' to change which staff members have viewing access. Click 'Save' once these changes have been made.

Deleting a Document

To delete a Document, simply click the red X next to the relevant file.

Employee Document Storage

On an Employee’s Profile page, navigate to the Documents tab to add and view documents. This functionality is available to admin and manager-level users with permission to manage employee information.

To upload a document, click the blue + at the top of the list. Select the required document, and click ‘OK’.

A progress bar will appear during the upload, and once your document is successfully uploaded, the document list will refresh to include the new file. Click on any document’s name to download it again.

You can upload a wide range of file types via your employee’s profile or company documents page. This includes but is not limited to: PDFs, spreadsheets, text documents and images. If the file you’re trying to upload is not supported, please contact us using the Live Chat for assistance. Each employee has a 10MB storage limit for all of their documents.

NB: When you delete a document, this is something that cannot be undone, so please be sure that you have a copy backed up elsewhere, or that you’re sure you don’t need that file.

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