Document management
In ChartHop, documents are organized using Fields and Field Categories. Create a new field for each type of document that you would like to categorize and store. Use a Category to group and organize the fields.
To create a new type of document that you would like to store:
- For the Data type, select File.
- Use the field Label to set the name of the document such as "Non-disclosure agreement"
- Use the Sensitivity to set who should have access to the document.
To upload a document:
- Navigate to the Files tab.
- Click the Upload button in the top right corner.
- Select the File type — This dropdown will list all of the file fields that you have access to as well as Miscellaneous which are file that are not linked to a specific field, but can still be uploaded to the person's profile.
- Drag & drop in your file or Browse to select it.
- Click Upload.
Supported file types
ChartHop supports uploading of:
- Document files - PDF, docx, ppt
- Images - png, jpg, gif
All files must be under 100 MB.
The files page on an employee's profile, if it is enabled at your organization, will display important employee document and files.
To view a file:
- Click the document name in the list of files.
- A modal with appear with the document.
- If it is a PDF, you will see a preview of the file.
- Otherwise you can download the file to view it..
- Additional document metadata can be view in the the right side such as when the document was uploaded.
The Data Sheet can also be used to view if a person does or does not have a file.
To setup this data sheet to do this audit:
- Add the file as a column to the data sheet.
- Add a filter to the data sheet:
- fieldCode:* — to display all people with the document
- fieldCode:!* — to display all people without the document
Once you are viewing a document, you can edit the document's name and associated field.
To edit a document's information:
- Click on the file name in the File tab of the profile
- Click the ✏️ Edit button in the top right corner.
- Edit the metadata such as name, linked field or access level.
To collect documents from employees you can use the same methods as you use to collect fields: Forms or Edit Person Modal.
Document migrations is supported for certain external systems. Contact the ChartHop team about your use case and we will see how we can support you.
