Company library
Keep your agreements, policies and handbooks in folders, publish new versions, and hand the right one to every journey.
On this page
The Library holds your company's own documents: agreements to sign, internal policies, the staff handbook. You keep them in folders, publish a new version when one changes, and name them on journey templates. Everyone who joins then gets the right document to read or sign, and nobody uploads it again for each person.
Library documents are PDF files of up to 25 MB, kept in your company's connected storage. See Connect file storage.
Admin and HR can manage the Library. Operations and Read-only can see it. A custom role needs library.view to see the Library and library.manage to change it.
Set up folders
- Go to Library. The first time, choose Add these folders to start with Agreements, Internal policies and Handbooks, or choose New folder to make your own.
- To put a folder inside another one, choose the top folder in Inside. Folders go two levels deep.
- To change a folder, pick it, open its menu and choose Rename or move folder. Archive folder puts away an empty folder. It then shows under Archived, where Restore brings it back.
Add a document
- Pick a folder and choose Add document.
- Enter the Title and check the Folder. Choose who it is Kept by and a Review on date if you want.
- Choose the PDF file and add a Note if useful.
- Choose Submit.
The document opens with its first version. It shows its Current version, who keeps it, its review date and what it is Used in.
Publish a new version
- Open the document and choose Upload a new version.
- Choose the PDF file and say What changed.
- Choose Submit.
Journeys that start from now on get the new version. Journeys already under way keep the version they have, so what someone read or signed stays exactly as it was. Under Versions, choose Open to read any version. Remove takes back a version uploaded by mistake, as long as no journey uses it and another version remains.
Give a document to every journey
- Go to Lists & catalogs, open Journey templates and open the template, for example your employee onboarding.
- On an Acknowledgement or Signature task, choose the Document from the Library. For a signature task, also write the Statement the participant will agree to when signing.
- Choose Save changes.
When a journey starts from the template, each of these tasks gets the current version of its document. The start dialog shows the document next to each task, or No document yet. A signature task that already has someone to sign goes out for signing straight away. Otherwise the board shows Send for signing once the task is ready.
Each company in a workspace chooses its own documents on a shared template.
People read the document in the app, to its last page, before they can confirm or sign it. It does not download unless you turn on People can download the document on the task, or allow a copy someone asks for.
Choose a document on one journey
On the journeys board, Source document on a reading task and Prepare signing request on a signing task ask where the Document comes from:
- From the Library: choose the Library document. People who already read the earlier one are asked to read it again.
- A file for this person: a document only this person gets, such as an employment contract with their salary. It stays with this journey and does not go into the Library.
- The document on this task: for a signing task, send the document the task already has.
The task names the Library document and its version, for example "Staff handbook, version 2".
Archive a document
Open the document, then its menu, and choose Archive. A document that a journey template still uses cannot be archived: choose another document on those templates first. Archived documents show under Archived, and Restore brings one back.