Sharing Company Documents
Company documents can be shared with employees through visibility settings. You can control who sees each document by sharing with specific departments or specific employees.
How Employees Access Shared Documents
Employees can view company documents shared with them through:
Documents > My Documents > Company Documents tab
Sharing Options
When creating or editing a company document, you have two visibility fields:
| Field | Description |
|---|---|
| Share Departments | Share the document with all employees in selected departments |
| Share Employees | Share the document with specific individual employees |
In the latest versions, you cannot share company documents with both departments and employees at the same time. IceHrm only allows you to save the company document when only one field is filled.
Share with Departments
To share a document with entire departments:
-
Go to Manage > Documents
-
Create or edit a company document
-
In the Share Departments field, select one or more departments
-
Leave the Share Employees field empty
-
Click Save
Example
Sharing a document with "Marketing Department" and "Head Office" means all employees assigned to either of these departments will be able to view the document.
Share with Specific Employees
To share a document with individual employees:
-
Go to Manage > Documents
-
Create or edit a company document
-
In the Share Employees field, select specific employees
-
Leave the Share Departments field empty
-
Click Save
Example
Sharing a document with "John Smith" and "Jane Doe" means only these two employees will be able to view the document, regardless of their department.
Visibility Summary
| Sharing Method | Who Can View |
|---|---|
| Share Departments | All employees in the selected departments |
| Share Employees | Only the selected individual employees |
| Both fields empty | No one (document is not shared) |
Quick Reference
| Task | Location |
|---|---|
| Share document with departments | Manage > Documents > Edit > Share Departments |
| Share document with employees | Manage > Documents > Edit > Share Employees |
| View shared documents (Employee) | Documents > My Documents > Company Documents |
Best Practices
- Use Department Sharing for documents that apply to entire teams (policies, procedures)
- Use Employee Sharing for confidential or role-specific documents
- Review Visibility regularly to ensure appropriate access
- Choose One Method - decide whether to share by department or by employee, not both