Using the Document Library

The Employee Portal now includes a Library tab that users can use to access and preview documents. The document library makes it easy for Site Admins to share documents with their employees without having to create an attestation or campaign.

To add documents to the library

Site Admins can add policies, standards, and procedures to the Library tab in the Employee Portal to control what users see in the document library.

  1. On the Policy menu, select Standards, Policies, or Procedures.

    The document list screen appears.

  2. On the document list screen, click the checkbox for the document(s) you would like to add to the library.
    Note:

    Only documents with at least one published version can be added to the library. Attachments uploaded to the Documents tab do not qualify as library documents.

  3. Click the Add to Library button.
    The Add to Documents Library modal appears.

  4. If you want this document visible to all users, check the Show document to all organization levels box. Changes to this setting can be tracked on the document Activity tab and the new Visible to all users in document library attribute which are dynamically updated based on the setting status.
  5. Click the Continue button to add the selected document(s) to the document library.

To remove documents from the library

Site Admins can also remove policies, standards, and procedures from the Library tab in the Employee Portal so that the document is no longer visible to users.

  1. On the Policy menu, select Standards, Policies, or Procedures.

    The document list screen appears.

  2. On the document list screen, click the checkbox for the document(s) you would like to remove from the library.
  3. Click the Context Menu icon.
  4. On the Context menu, select Remove from Library.
    The Remove from Library modal appears.

  5. Click the Remove from Library button to remove the selected document(s) from the document library.

To view documents in the library

Users can view the documents that Site Admins have added to the document library using the Library tab in the Employee Portal. Users can access documents at their organizational group and above. Documents in the root organization can be accessed by all organizations.

If a document has been translated in the users preferred application language, the translated version will appear in the My Documents and Library tabs of the Employee Portal. This makes it easier for users to find translated documents.

Note:

Currently, there's an issue that causes users to experience preview issues on mobile devices when viewing documents that leverage the Microsoft Word Online builder. This is a known limitation with Microsoft.

  1. On the Employee Portal menu, select My Documents.

    The Documents screen appears.

  2. Select the Library tab to view the documents that have been added to the library.
    Note:

    If the user does not have any attestations assigned to them, only the Library tab will be visible.

  3. Click the name of a document to preview the content on the Review screen.
  4. Click the down-arrow next to the Language field to view the document in various languages.
    Note:

    Additional language options will only appear if other translated versions of the document have been published.

To sort and filter the library

To manage categories

Users can sort the document library to only view documents associated with certain categories. Categories are a multi select, default attribute used across all document types. The default options include:

Note:

If you would like to edit the names of the default options, you can utilize the translation option on the Update Term modal. For more information, see Adding, Editing, and Deactivating Policy Attributes.

Reminder, you will need to update the attribute options of the Categories attribute for each document type.

  • Ethics & Compliance

  • Global Resources

  • Governance, Risk & Compliance

  • HR Resources

  • IT

  • Learning & Development

Use the steps below to add options to the category attribute.

  1. On the Policy menu, select Setup > Attribute Manager.

    The Attribute Manager screen appears.

  2. Click the View button on the document type in which you'd like to edit attributes.
  3. Open the Categories attribute.

    The Attribute Details screen appears.

  4. Click the Add Options button.

    The Add Options modal appears.

  5. Add new options as needed, clicking the Add button after each entry.
  6. Click the Save button to save your new options.
    Note:

    Reminder, you will need to update the attribute options of the Category attribute for each document type.