Visibility of Employee Documents

When adding an employee document, administrators can control who has access to view the document through visibility settings.

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Visibility Options

When adding an employee document, you can select from four visibility levels:

Visibility	Who Can View
Owner	Admin, manager, and the employee can view
Owner Only	Only the owner (employee) and admin can view
Manager	Admin and manager can view (employee cannot)
Admin	Only admin can view

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Visibility Explained

Owner

• The employee who owns the document can view it
• The employee's manager can view it
• Administrators can view it

Use for: General employee documents like contracts, certifications

Owner Only

• Only the employee and admin can view
• Managers cannot view

Use for: Personal documents the employee controls

Manager

• Admin and manager can view
• Employee cannot view

Use for: Performance notes, disciplinary records

Admin

• Only administrators can view
• Manager and employee cannot view

Use for: Confidential HR documents, salary records

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Document Type: Share with Employee

In addition to visibility settings, you can further restrict access at the document type level.

When configuring a document type, the Share with employee field provides additional control:

Setting	Effect
Yes	Employee can view documents of this type (based on visibility)
No	Employee cannot view documents of this type, regardless of visibility

Example: Personnel File

For sensitive documents like a "Personnel File" that employees should not access:

1. Go to Manage > Documents > Document Types

2. Create or edit the "Personnel File" document type

3. Set Share with employee to No

4. Save

Result: Employees cannot view any documents of this type, even if the visibility is set to "Owner".

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Visibility Summary Table

Visibility	Employee	Manager	Admin
Owner	Yes	Yes	Yes
Owner Only	Yes	No	Yes
Manager	No	Yes	Yes
Admin	No	No	Yes

Note

If "Share with employee" is set to No on the document type, the employee cannot view the document regardless of the visibility setting.

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Quick Reference

Task	Location
Set document visibility	When adding/editing employee document
Configure share with employee	Manage > Documents > Document Types

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Best Practices

1. Use "Owner" for standard employee documents they need to access
2. Use "Owner Only" for personal documents only the employee should see
3. Use "Manager" for supervisory documents not meant for employees
4. Use "Admin" for highly confidential HR documents
5. Use "Share with employee = No" on document types for sensitive categories