Organization Files

Organization Files

Organization files are common files that are shared throughout the organization based on the locations. Organization files might include your employee handbook or policy documents.

Adding an Organization file

To add Organization Files,

  1. Beginning in your home page, go to  Files > Organization Files > + Add.
  2. Select the file you would like to add. You can either upload the file from your desktop or from the cloud.

Note: The following services are supported.

  1. Zoho Docs
  2. GDrive
  3. Dropbox
  4. One Drive
  5. Box
  6. Evernote
  1. Name the file.
  2. Select the Location or select All.
  3. Provide a description if needed.
  4. Under Folder,  select the folder or add a new folder. 
  5. If you want the file to have an expiration date, provide a valid until date.
  6. Uncheck Employee under File Permissions if you do not want the employee to be able to download this file. 
  7. Select the relevant options under Notifications through which you want users to be notified. 

  1. Click Submit.

Adding a location-based file

For companies operating in multiple locations, there may be a need to have different organization files for different locations.

Under Organization Files, you can add files specific to a specific location. To do this,

  1. From Home, go to Files > Organization Files.
  2. Click Add File.
  3. Upload the file.
  4. Name the file.
  5. Select the location.
  6. Provide a description if needed.
  7. Under Folder, select the folder or add a new folder.
  8. Uncheck Employee under File Permissions if you do not want the employee to be able to download this file. 
  9. Select the relevant options under Notifications through which you want users to be notified. 

 

  1. Click Submit.

To view the Organization Files of a specific location,

  1. From your home page, select Files, then Organization Files.
  2. Click the filter and select the required location.

  • Hit Search.

You will be only able to see the Organization files pertaining to that location.

Share files using copy file URL

You can copy the file URL of an organization file and share it as needed.

For instance, if you would like employees to see the leave policy when they apply leave, you can include an Add Notes field and include the URL to the leave policy in this field. When an employee views this field, they will be able to view the leave policy from the same page. Follow the steps given below to do this.

  1. Beginning in your home page, go to Settings (Gear icon) > Customization > Forms > Leave.
  2. Drag and drop an Add Notes field from the left side and add your text. For example, the text can be 'Click here to read the leave policy'.

  1. Return to your home page, go to Files, then Organization Files.
  2. Click Copy file URL.
  3. Go to the leave form and in the Add Notes field, then select the word you would like to hyperlink. 
  4. Click on the hyperlink icon on the top bar and insert the copied file URL.

When an employee applies for leave, they will be able to view the leave policy right on the same page as shown in the image below.

Employees also have the option to print the leave policy.

Sharing a file to many locations

You can share an organization file to multiple locations at a time.

  1. From your home page, click on Files > Organization File.
  2. Click Add File.
  3. Upload the required file.
  4. Provide a file name.
  5. Select the locations that you would like to share the file for.

 

  1. Provide a description.
  2. Select a Folder, in which you would like to place the file or add a new folder.
  3. Uncheck Employee under File Permissions if you do not want the employee to be able to download this file. 
  4. Select the relevant options under Notifications through which you want users to be notified. 
  5. Click Submit.

Note:You can edit or delete the added file only if the location administrator is the admin for all the selected locations.

 Tip: Click here to know more about location administrators

Setting an expiry date for files

While adding an organization file, you can set a 'Valid Until' date after which, the file will expire. This can be used while adding company policies that need to be revised periodically. Follow the steps below.

  1. From your Home, go to Files > Organization Files.
  2. Click Add.
  3. Upload the file.
  4. Provide a file name.
  5. Under Location, select All if you want the file to be accessible to employees of all locations. If you want the file to be shared with specific locations alone, then select the locations from the drop down.
  6. Select a Folder or add a new folder, for the file to be placed under it.
  7. Under Valid Until, select the required date. The file will be valid until the selected date.
  8. Uncheck Employee under File Permissions if you do not want the employee to be able to download this file. 
  9. Check Feeds or Mail under Notifications if required.
  10. Click Submit.

 

Notifications

The Files module hosts options to notify the employees of your organization via email, or notify through Feeds on every new file that is added or every time there is an edit done. This increases policy awareness and keeps your employees informed of company information.

Permissions

You can set certain permissions regarding who can access the Files.

Enabling IP restriction for the file cabinet can help you restrict anyone from accessing this module from anywhere beyond the IP address mentioned. Follow the steps given below to do this.

  1. From your home page, go to Settings (Gear icon) > User Access Control > Allowed IPs.
  2. Click Add IP restriction.
  3. Give a From and To IP address to define the range.
  4. Under Modules, select Files.
  5. Under Applicable, select the Roles, Departments, Designation or Employee.
  6. Under Exceptions, select exceptions, if any.

 

  1. Click Save.

Note: When configuring IP restrictions, we always recommend using static IP addresses as dynamic IP addresses get refreshed in every 72 hours. Check with your ISP to get a static public IP address to implement in Zoho People. Contact support@zohopeople.com for any further assistance.

In addition to IP Restriction, Geo restriction is created in order to restrict access to files from outside a geographical range.

The restriction is applicable for any action in the files or folders adding, viewing, editing, deleting and downloading.

Follow the steps given below to create this restriction.

  1. From your home page, go to Settings (Gear Icon) > User Access Control > Geo Restriction
  2. Click on Add Geo Restriction.
  3. Click Share Location in the pop up in the top-left corner.
  4. Give a name.
  5. Under Applicable For, select Roles, Departments, Designations or Users. 
  6. Under Modules select Files. You can also select the other modules based on your need.

You will be able to see your current location by default.

  1. Use the Search tab to search for the starting location of your range.
  2. Use the drawing toolbar on the right-hand side to select the range.
  3. Click Show My Location icon to return to the current location.

 Tip: Use the delete layers icon in the drawing toolbar to delete a selection that has been made erroneously. Click Save after deleting and use the shapes to define your range again.

  1. Click Submit.

  Using IP restriction, you can only define a particular IP address from which employees can access the modules. However, using geo-restriction, you can define a location range within which the modules can be accessed.

Note: You can enable both IP restrictions and geo-restriction for your organization and make them applicable to employees based on the need.

You can also allow or restrict employees from downloading a file from Files.

While adding a file, you can also create this restriction. 

To add a file,

  1. From your home page, go to Files, then Organization Files.
  2. Click Add and upload the file.
  3. Uncheck Employee under File Permissions to restrict users from downloading the file.

  1. Enter other details and click Submit.

Note: This restriction can be created only for Organization Files.

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