How to use Documents?

Documents play the role of your handy assistants in simplifying the sharing of essential paperwork, ensuring it's a breeze for your workforce to access 📄🤝

Documents allows you to upload a wide range of file types. These documents must be organised into folders, and can be shared with selected groups and positions.

In order to use Documents, you must first set up a folder structure:

1. Log in to Motimate on desktop (you need to be logged in as an Org Admin).
   
   
2. Click on the settings icon in the top right hand corner.
   
   
3. Select Web Admin.
   
   
4. On the Web Admin interface, hover over the Documents tab and select Folders.
   
   
5. Next, select Create one or New folder to begin creating a folder.
   
   
6. On the following page, type in the name for the folder. You can also see an option for selecting a parent. This provides you with the option of selecting a parent folder when one or more folders have already been created, allowing you to create a folder structure.
   
   
7. Enter a value into sort index. This is not functioning as of right now and folders will be sorted alphabetically. 
   
   
8. Select Create Folder.
   
   
9. This will take you back to the folders page where you can see an overview of all of your folders and the folder structure. To add in more folders select New Folder and follow the same process as described above. 
   
   

Once you have set up your folders, you can then upload documents:

1. Log in to Motimate on desktop.
   
   
2. Click on the settings icon in the top right hand corner.
   
   
3. Select Web Admin.
   
   
4. On the Web Admin interface, hover over the Documents tab and select Files.
   
   
5. Select Create one or New File.
   
   
6. Select the Folder you would like the file to be located in under the "Folder" field.
   
   
7. Next, under the "Groups file is shared with" field, select the groups you would like the file to be shared with. Multiple groups can be selected.
   
   
8. Similarly, select the positions you would like the file to be shared with under the "Positions file is shared with" field. Multiple positions can be selected. 
   
   
9. Next, write in a name for the file in the "Name" field.
   
   
10. Enter a value into sort index. This is not functioning as of right now and files will be sorted alphabetically. 
    
    
11. Click Choose file to select the file you would like to upload.
    
    
12. Click Create file.
    
    
13. This will take you to the Files overview page where you can see all of the files you have uploaded, to which folders they belong and which groups and positions they have been shared with. 
    
    
14. The files you have shared will be available under the Documents button on the Mobile and Desktop front end apps. 

Congratulations! You have now created a folder structure and made your files easily accessible to your end users 🎉