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Documents explained
Documents explained

Setting up documents in your Company, Depots, Clients and Projects

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Written by Paul Martin
Updated over a year ago

This article explains how to add documents/files to your Company, Depots, Clients and Projects and who will have access to these uploaded documents/files. When adding a Document to either Company, Depot, Client or Project the same procedure is followed but in different areas.

Setting up Company Documents

Uploading a File

  1. Navigate to My Company

  2. Select the My Company tab at top of window

  3. Select the Click or Drop Files Here grey box

  4. Choose the document you want to upload

  5. (Optional) Add file title and file description

  6. Select the document type

  7. Toggle on or leave off the Optional toggle. Note: Documents not marked 'optional' will be attached to all bookings by default. 'Optional' documents will be available to add to individual bookings

  8. (optional) Set file expiry

  9. Upload the File

Edit Document Visibility

By default, documents will follow the visibility permissions for the document type that is uploaded as. Read more here about Document Types

These default restrictions can be set on a document-to-document basis.

How to change document visibility

  1. Select the document you want to change.

  2. Toggle on or off the visibility to Workers or Clients. If hidden from Clients and Workers, this document will only be visible to management.

  3. Click Save

Creating a document expiry date

For documents that have a lifespan, you can set expiry dates to know when they have expired. Documents with an expiry date will also provide you with 30 days expiring date soon.

  1. Open the select document.

  2. In the document, details, add file expiry

  3. Click Save

Setting up Depot Documents

The same procedure is followed to set up a document in Depots. These documents will appear only to Staff from that Depot and Clients who have permission to that specific Depot.

Uploading a File

  1. Navigate to My Company

  2. Select the Depots tab at top of window

  3. Create a New Depot or Click into an already established Depot

  4. In the Overview window Scroll down to Depot Files

  5. Select the Click or Drop Files Here grey box

  6. Choose the document you want to upload

  7. (Optional) Add file title and file description

  8. Select the document type

  9. Toggle on or leave off the Optional toggle. Note: Documents not marked 'optional' will be attached to all bookings by default. 'Optional' documents will be available to add to individual bookings

  10. (optional) Set file expiry

  11. Upload the File

Edit Document Visibility

By default, documents will follow the visibility permissions for the document type that is uploaded as. Read more here about Document Types

These default restrictions can be set on a document-to-document basis.

How to change document visibility

  1. Select the document you want to change.

  2. Toggle on or off the visibility to Workers or Clients. If hidden from Clients and Workers, this document will only be visible to management.

  3. Click Save

Creating a document expiry date

For documents that have a lifespan, you can set expiry dates to know when they have expired. Documents with an expiry date will also provide you with 30 days expiring date soon.

  1. Open the select document.

  2. In the document, details, add file expiry

  3. Click Save

Setting Up Client Documents

The same procedure is followed to set up a document in Depots. These documents will appear only to Staff from that Depot and Clients who have permission to that specific Depot.

Uploading a File

  1. Navigate to Clients

  2. Create a New Client or Click into an already established Client

  3. In the Overview window Scroll down to Client Files

  4. Select the Click or Drop Files Here grey box

  5. Choose the document you want to upload

  6. (Optional) Add file title and file description

  7. Select the document type

  8. Toggle on or leave off the Optional toggle. Note: Documents not marked 'optional' will be attached to all bookings by default. 'Optional' documents will be available to add to individual bookings

  9. Toggle on or leave off the Optional toggle. Note: Documents not marked 'optional' will be attached to all bookings by default. 'Optional' documents will be available to add to individual bookings

  10. (optional) Set file expiry

  11. Upload the File

Edit Document Visibility

By default, documents will follow the visibility permissions for the document type that is uploaded as. Read more here about Document Types

These default restrictions can be set on a document-to-document basis.

How to change document visibility

  1. Select the document you want to change.

  2. Toggle on or off the visibility to Workers or Clients. If hidden from Clients and Workers, this document will only be visible to management.

  3. Click Save

Creating a document expiry date

For documents that have a lifespan, you can set expiry dates to know when they have expired. Documents with an expiry date will also provide you with 30 days expiring date soon.

  1. Open the select document.

  2. In the document, details, add file expiry

  3. Click Save

Setting up Project Documents

The same procedure is followed to set up a document in Projects. These documents will appear only to Employees and Clients working on that Project.

Uploading a File

  1. Navigate to Clients

  2. Select the Projects tab at top of window

  3. Create a New Project or Click into an already established Project

  4. In the Overview window Scroll down to Project Files

  5. Select the Click or Drop Files Here grey box

  6. Choose the document you want to upload

  7. (Optional) Add file title and file description

  8. Select the document type

  9. Toggle on or leave off the Optional toggle. Note: Documents not marked 'optional' will be attached to all bookings by default. 'Optional' documents will be available to add to individual bookings

  10. (optional) Set file expiry

  11. Upload the File

Edit Document Visibility

By default, documents will follow the visibility permissions for the document type that is uploaded as. Read more here about Document Types

These default restrictions can be set on a document-to-document basis.

How to change document visibility

  1. Select the document you want to change.

  2. Toggle on or off the visibility to Workers or Clients. If hidden from Clients and Workers, this document will only be visible to management.

  3. Click Save

Creating a document expiry date

For documents that have a lifespan, you can set expiry dates to know when they have expired. Documents with an expiry date will also provide you with 30 days expiring date soon.

  1. Open the select document.

  2. In the document, details, add file expiry

  3. Click Save

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