With the "My Documents" feature, you as an organisation administrator or community administrator, have the option of organising important files in specific folders, based on communities or functions as desired. Check out our tutorial to learn how this feature works:
This means that you have a way to set up your own Intranet or knowledge base within Oneteam, without having to share a file in a timeline message, onboarding package or E-Learning module.
Creating folders and upload documents
To create folders and upload documents, you can go to any community and click on the 'My documents' button within the Oneteam web version.
You will then see an empty screen where you can choose to create a folder or to upload a separate file. If you choose 'Upload' and select a specific community, everyone in that community will be able to see the file.
When creating a folder, you have the option to give only specific communities and/or functions access to this folder. As an organisation administrator you have the possibility to select all communities here, whereas a community administrator can only select his or her own community. Employees, without an administrator role, do not have the possibility to upload files here.
In this example, a folder has been created for all cashiers working in the Amsterdam and Rotterdam communities. It is important to note that if you have created a folder where only specific communities and/or functions have access, you cannot indicate a different target group with other files in this folder. In other words, everything that you place in the 'Cashiers manuals' folder will always be visible to the entire group that has access to it.
After creating the folder, click on it to place files in this folder that are specifically important for these cashiers. There is also a search function in 'My Documents' so that everyone can always find the right document.
Furthermore, you can always find all documents, the recently viewed documents, favourite documents and the bin on the left side of the screen. If you want to mark a file as 'favourite' so you can find it more easily, go to the file and click on the vertical bullet points on the right side. Here you also have the option to download the file, move it to another folder (if you are the administrator), replace the file with another one, view more details, delete it (if you are the administrator) or add it to your favourites. The latter is possible per employee and will not be changed for the whole group this file is shared with.
If you would like tailored advice for your organisation on how to best deal with this functionality, our customer success team would love to hear from you! In this case, please contact our live-chat and we will be happy to help you. 👉