Organization Shared Documents

Home > Management Mode > Personnel > Organization Shared Documents

On the Management Mode home page, administrators can select "Personnel" and then "Organization Shared Documents" to open the shared documents page. Administrators can upload documents here for users (employees) to view or download. Organization Shared Documents improves the efficiency of information sharing, reduces communication overhead, and helps members find the documents and knowledge they need more quickly. Administrators can also protect confidential data with permission settings and security controls while providing appropriate information to selected members. For organizations pursuing digital transformation or better knowledge management, this feature can improve operational efficiency and strengthen core competitiveness.

Before using this feature, the organization creator must subscribe to a Premium "Storage Space" plan to enable cloud storage and upload attachments.

Why It Matters to Organizations

Centralized Management and Consistent Information

Organization administrators can upload documents related to company operations—such as employee handbooks, standard operating procedures, and workplace policies—to SwipePoint and manage access for different user groups. This keeps organizational information and policies consistent and prevents misunderstandings or procedural errors caused by members using different versions.

Lower Communication Costs and Greater Efficiency

Without a centralized document download system, users (employees) often have to find documents through verbal requests, email attachments, or instant messaging apps. These methods can easily cause version confusion or omissions. SwipePoint's Organization Shared Documents feature greatly reduces the time spent communicating and searching for information while improving overall efficiency.

Information Security and Access Control

Sharing documents between users (employees) through private channels may increase the risk of alteration or disclosure. SwipePoint's permission management and security mechanisms help protect confidential or sensitive company documents while ensuring that relevant members can access the files they need.

Digital Transformation and Knowledge Management

Organization Shared Documents allows companies to build an internal document library. Both new and experienced users (employees) can access the information they need on the platform, enabling knowledge to accumulate over time. This helps organizations build core knowledge and keep it up to date throughout their digital transformation.

Use Cases and Examples

New Employee Onboarding Package

  • Use case: New employees usually need documents such as an employee handbook, department introduction, system instructions, confidentiality agreement, and workplace guidelines.
  • How to use it: Administrators can upload all required reading and signature documents to SwipePoint. New employees can then sign in to download or read them online, reducing reliance on printed materials.

Standard Operating Procedures (SOPs) and Work Instructions

  • Use case: Users (employees) in manufacturing, customer service, project delivery, or other departments with fixed processes may need to consult SOPs frequently.
  • How to use it: Upload the latest SOP to SwipePoint and limit downloads to users (employees) in the relevant department. When a process changes, upload the new version and notify the appropriate members.

Application Forms and Guidelines

  • Use case: Users (employees) may need to review application procedures, workplace rules, form instructions, or procedures for requesting certificates.
  • How to use it: Centrally manage form templates and policy documents on the platform. Users (employees) can download the latest templates and complete or submit their requests according to the instructions.

Important Notices and Official Documents

  • Use case: Important matters—such as annual tax procedures, company policy revisions, or changes to reward and disciplinary policies—must reach all relevant members accurately and promptly.
  • How to use it: Organization administrators can upload official notices or PDF documents to SwipePoint and notify all members or selected groups. Users (employees) can view and download the documents for reference.

Seminar and Training Materials

  • Use case: When a company holds internal training, recurring seminars, or distributes vendor materials, users (employees) may need to download presentations or supporting documents for later review.
  • How to use it: Create a training document area in SwipePoint and upload PPT or PDF files or links to recorded sessions so participants can download and review the materials whenever needed.

Add a Shared Document

Home > Management Mode > Personnel > Organization Shared Documents > Add Shared Document

On the Management Mode home page, select "Personnel," choose "Organization Shared Documents," and then select "Add Shared Document" to open the add shared document page.

  • What you can add

    • Add an attachment by taking a photo, selecting an image from your photo library, or uploading a file.
    • To upload a recorded video, use "Upload File" (MP4 and MOV formats only).

  • File limit

    • Maximum size per file: 25 MB

  • Requirement

    • The organization creator must subscribe to a Premium "Storage Space" plan to enable cloud storage and upload attachments.

Delete a Shared Document

Home > Management Mode > Personnel > Organization Shared Documents > Edit

To delete an organization shared document, follow these steps:

  1. On the Management Mode home page, select Personnel.
  2. Select Organization Shared Documents.
  3. Select Edit in the upper-right corner to open the edit shared document page.
  4. Select Delete in the upper-right corner of the edit page.

🚨 Caution: Deleted documents cannot be recovered. Confirm that you have selected the correct document before continuing.

Frequently Asked Questions

Q1: What problems does Organization Shared Documents address?

A: Organization Shared Documents addresses inefficient information sharing, high communication overhead, inconsistent information, and security risks. Centralized uploads and access control reduce version confusion, omissions, and difficulty finding documents while helping organizations manage information consistently and protect confidential data. It also helps companies pursuing digital transformation build an internal knowledge base and retain core knowledge.

Q2: What is required to use Organization Shared Documents?

A: The organization creator must subscribe to a Premium "Storage Space" plan. Attachments can be uploaded after cloud storage is enabled.

Q3: How does an administrator open Organization Shared Documents?

A: On the Management Mode home page, select "Personnel" and then "Organization Shared Documents" to open the shared documents page.

Q4: What are the benefits of uploading documents centrally?

A: Centralized uploads keep organizational information and policies consistent. Administrators can also manage access for different user groups, preventing misunderstandings or procedural errors caused by members using different versions.

Q5: How does Organization Shared Documents support digital transformation and knowledge management?

A: Companies can use Organization Shared Documents to build an internal document library where new and experienced employees can quickly find the information they need. This allows knowledge to accumulate over time and helps organizations keep information current while preserving core knowledge.

Q6: What are some common uses for Organization Shared Documents?

A: Common uses include new employee onboarding documents, standard operating procedures (SOPs), work instructions, application forms and policies, important notices and official documents, and seminar or training materials. Administrators can set access by department or group so relevant members receive the latest version.

Q7: What files can I add to a shared document, and is there a size limit?

A: You can add attachments by taking a photo, selecting an image from your photo library, or uploading a file. Recorded videos must be added with "Upload File" and must be in MP4 or MOV format. The maximum size per file is 25 MB.

Q8: How does Organization Shared Documents improve information security?

A: Organization Shared Documents combines SwipePoint's permission management and security mechanisms to reduce the risk of documents being altered or disclosed when shared through private channels, while ensuring that relevant members can access the files they need.

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