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 or pages and uploading documents
To create folders or pages and to upload documents, go to the folder icon - documents - in the left- sidebar.
You will then be taken to the ‘All documents’ tab. A folder ‘Personal documents’ has been added by default. In this folder you can upload your own documents and those with specific rights such as the organisation administrator or HR can access them. They can also upload documents of importance to you in it.
In the “All documents” tab, you have the option to create a folder, upload a document or to create a page, by clicking the ‘+ New’ button.
New Folder
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.
Uploading a document
When uploading a document, you also have the option to send a notification to your employees who have access to the folder. This way, they are immediately informed of newly uploaded documents.
Furthermore, you can always find all documents, recently viewed documents, marked favourites and the recycle bin on the left-hand side of the screen. To mark a file as a favourite, so you can find it more easily, go to the file in question and click on the vertical dots on the right. You will then be given the option to download the file, move it to another folder (if you are the administrator), replace it with another, 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 modified for the whole group this file is shared with.
Pages
If you have created a new page, you will be taken to a blank screen. The page is still in draft and you can get started right away by giving the page a name (optional to add an emoji) and by editing the page. The content of the page can be text, you can additionally upload charts, photos, or videos.
Once you have designed the page, you can save it and set it to live. You can do this by clicking on the drop down ‘draft’ and then choose ‘Live’. When the document is live, it is immediately visible in the employees' folder.
Search functionality
If in case you don't remember the exact name of a document, you can also search for a word appearing in a page, and you will find all documents (title only) and pages in which that word appears.
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. 👉