Getting the Documents to the Parim environment is just one step. How to make sure the right people see the right documents and/or files.
Document and/or File Visibility
1. Review Document Access
Review access by role
Access is determined by a person's role and their connection to the document's sub-category - Person, Location, Client, Event, or General (e.g., being a supervisor for a specific site).
Superadmins and Managers have:
Access to All documents across the platform.
Department Supervisors can:
See documents in the Locations which has their department attached, or for Locations with no department (none) assigned.
Can see documents uploaded to their own Profile.
See documents in any Location and/or Event where they are going to, or have had any shifts
If access for documents and people details is enabled in the System Settings > Role Permissions, see documents on employees' profiles within their assigned/supervised department or on employees with no department attached.
May be granted access to Client, Event, or system-wide documents via System settings > Role Permissions.
Location Supervisors can:
See documents attached to the specific Locations they supervise.
See documents for Events that take place in the locations they supervise.
See documents uploaded to their own Profile.
See documents in any Location and/or Event where they are going to, or have had any shifts
Employees can:
See any document that has been made Visible to all people (in the Document Management),
See Location documents if the Visible to a person or related employees toggle is on and they are listed as a "preferred person" for that location.
See Event documents if the Visible to a person or related employees toggle is on and they have a shift in that event.
See documents they uploaded to their own Profile or documents that have been uploaded to their profile by others and made visible to related persons.
Clients can:
See any document that has been made Visible to all clients (in the Document Management)
See Location documents if Visible to related clients is turned ON, and it's their active client location.
See Event documents if Visible to related client is turned ON, and they are the client for that event.
See documents on their own Client Profile if Visible to related client is turned ON.
Check the document's home/origin and sharing toggles
Visibility starts with where a document is uploaded and how its sharing settings are configured. Please refer to the Documents Management tab, where you can see if the document relates to a Location, Client, Event, Person, or None/Blank is listed next to a file. This tells you where the document was uploaded to and is attached to that specific sub-category.
Next, check the sharing settings.
Specific sharing toggles grant access to related people if the document is tied to a specific sub-category
Visible to the related client
Visible to the person or related employees
General sharing toggles grant broad access across the entire system.
Visible to all clients
Visible to all employees
There will be further explenation for each sub-category below.
General Do
To ensure employees and clients do not see a document, make sure all sharing toggles are turned off.