Company documents provide one place in which to store and share company documents:
Store guides, policies etc, with comments and tags, so you know which one to use
Attach company documents to emails that you send from case records (e.g. attach a guide to send to an employee)
Setup merge email and letter templates in company documents
Accessing company documents
To navigate to Company Documents, click on your Profile icon on the top right corner to open the drop-down menu, and click "Company Documents" under the Settings menu.
How do I upload documents?
Click on the "Plus" button in the upper right corner and select "Upload Document" to upload new documents.
A modal will appear where you can drag and drop files or open your File Explorer and select the files from your computer to upload.
Click on the "Upload Files" button to proceed with uploading the file. If you want to delete a specific file within the same window, you can click on the three-dotted icon beside the file and select "Delete", additionally, you can cancel the whole process by clicking on the "Cancel" button.
Creating a new document
Creating a new Word document is another available feature. This allows you to set up merge tags and style the document as you would in a standard text editor.
To create a new Word document, click on the "Plus" button in the upper right corner and select "Create Document" to create a new document.
Once created, the Word editor will appear and you can now create Word documents as you wish!
You can also rename the title of the document by clicking on the title field and typing ahead. And once you are done making edits to the document, don’t forget to click "Save".
💡 To learn more about adding Merge Tags, refer to this article.
Adding tags to documents
Tags help you categorize and locate documents efficiently. You can also add your custom tags too!
Click "+ Tag" to open the tags.
You can select a tag from the list or you can create a new one by clicking on "Manage Tags".
Inside Manage Tags, click on the "Plus" button, add a Tag title, and optionally put in a description. Then "Save" to add it to the list of tags.
You can also toggle tags by clicking on the toggle icon to enable or disable tags on the selection.
How to use filters on company documents
These features allow you to narrow down your document list based on specific criteria. Whether you're looking for documents updated within a certain timeframe, or tagged with specific keywords of a particular file type.
Click on the Filter icon on the upper right side just beside the Plus button to open the drawer.
On filters, you can select a date range to find documents updated during that period. You can also choose from available tags to find documents associated with those specific categories. And also filter documents based on their file type (e.g., .docx, .pdf) to quickly find documents in the format you require.
Click on "Apply" to run the filters with the selected options.
How to share company documents
The Share Link option allows you to create a direct link to a specific document. This link can then be sent to any Workia user (users only), granting them immediate access to view or download the file.
To begin sharing, click the Share icon next to your chosen document.
Click the Copy icon to copy the generated URL to your clipboard.
You can then paste this link into a Workia message, email, or any other communication medium and users will be able to view and download the document.
Using company documents in a case
You can directly insert company documents into specific cases and include them in emails sent through Workia. To do this, open a case and go to the Communications section. Then, select the Attach icon in the email body to open the document attachment modal.
Click on the "Company Documents" tab and choose the appropriate documents on the list. You can also attach multiple files.
Once selected, click the "Attach Files" to attach them to the email body you drafted.