Step into the on-the-go shoes of an HR manager: juggling 🤹 multiple tasks with an inbox flooded with emails. Among them, notices from employees needing to upload and access crucial documents, with every file buried under an avalanche of messages and security policies. With deadlines fast approaching, the stress of granting access and manually sorting through countless attachments becomes a heavy burden.

Enter Indigo’s Document Manager. With its intuitive interface, employees can directly upload, view, and manage their documents in a centralised system. Designed with information security 🔏 in mind, it respects your permission setups, granting document access only to those employees who need it.

The manager is easy to get to, with a button on the left side of Indigo’s main screen.

The Employee Portal also features a variety of convenient widgets, enabling you to handle multiple document management tasks from a single screen. This design ensures you won’t need to constantly switch between windows and tabs, making your workflow smoother and more efficient.

Different features and concepts in Indigo, like Permission Sets and an employee’s position on the Organisation Chart, determine the varying levels of access a given employee has. Because of this, the Document Manager organises its data and overview sections into four distinct tabs.

Conditionally available and accessed from the left side of the Document Manager, these tabs are designed to help employees at various levels and roles within the company access the documents relevant to them, along with the necessary buttons and functions suited to their role.

The My Team tab provides access to a grid with all team members’ documents and is exclusively available to directors, managers, department heads, and other team leaders—essentially anyone with direct reports on the Organisation Chart.

A search bar 🔍 is available for quick access to specific items. You can also click on any column header to sort the grid contents in ascending or descending order. Additionally, a toggle in the top left corner lets you choose whether to show terminated employees in the grid.

From this screen, you can:

To manage files for a specific employee, click the arrow in their row on the far right of the grid to access their personal folder view.

The screenshot below shows how to access an employee’s personal documents view. Also highlighted are the Add Folder and Upload buttons, and the Rename and Delete buttons that become available when right-clicking on an item in the grid. 💡 Note: Check this article out for more detailed instructions on how to use the Document Manager.

Admins, 📣 this screen is your central hub for accessing all employees’ folders and files. Depending on your company policy and the overall settings for your tenant, the grid might also display employees from other companies that are configured on your tenant. Otherwise, this grid functions the same as the one in the My Team section, described above.

This section is accessible to all employees, regardless of their role. It serves as the home for personal documents typically displayed in the My Attachments widget in the Employee Portal. From this section, each user can only view their own documents and cannot access anyone else’s files or folders.

As described before, users can manage folders and files in the Personal Documents grid by adding, uploading, renaming, and deleting them. Additionally, like every other grid in the manager that shows folders and files, this grid includes a Refresh and a View button in its top right corner. The View button allows you to switch between the default detailed view and a tiles view.

Here’s a good depiction of what a regular employee’s detailed view of the Document Manager might look like:

Here, admins can view a grid containing all documents saved in the Document Manager for or by any employee. Depending on the tenant’s settings, files shown here can be from any company configured on the tenant. The grid includes an additional column, Share Status, which indicates in green or red whether a file is shared with an employee, line managers, or both.

Clicking on the three horizontal dots at the end of an entry reveals more information about that file, such as the last modification date and file size. Selecting files from the grid allows you to download, delete, or rename them, as highlighted below:

By assigning the correct permissions to the appropriate users, the HR administrator can control the flow of information and, more specifically, how each individual user can access the Document Manager.

First, these are the basic requirements for a user to access the manager:

More advanced permissions give users elevated privileges:

Who owns a file and with whom it has been shared also play a role in deciding which users get access to files. In general, a user can see and download a file if they uploaded it or if it was shared with them. File owners can move, rename and delete their files, unless they are in use by one of Indigo's modules.

Files can be shared with a user under the following conditions: