Advanced: Document Management

For users who already know the basics — this guide covers acknowledgment workflows, expiry tracking, access control, and the Wiki knowledge base in depth.

Document Acknowledgment Workflows

When you upload an important company document — a new safety policy, updated employee handbook, or data protection guidelines — you can require employees to acknowledge it. This creates a formal, auditable record that each person has read and understood the document.

How it works:

1. Upload the document and enable the acknowledgment requirement.
2. Employees receive a notification prompting them to review the document.
3. They open it, read it, and click the acknowledge button.
4. The system records who acknowledged, when, and tracks who has not.

Managers can monitor acknowledgment status across their team and follow up with those who have not responded. Acknowledgment records are permanent — once confirmed, the timestamp and identity are stored and cannot be retracted.

If you update the document later, you can require a fresh round of acknowledgments so employees confirm they have read the revised version. This is especially valuable for compliance documentation where you need proof that every employee was informed of the latest version.

Expiry Notifications and Tracking

Many business documents have limited validity: work permits, professional certifications, insurance policies, vehicle registrations. The Document Center lets you set an expiry date on any uploaded file.

The dedicated expiring documents view shows two lists:

• Expiring soon — documents expiring within the next 30 days.
• Already expired — documents past their expiry date.

As expiry dates approach, the system sends notifications to the responsible person so they can arrange renewals. This eliminates the need for manual spreadsheet tracking and ensures nothing is overlooked.

Expiry tracking works for both employee documents (stored under individual profiles) and company documents (stored in the shared Document Center). A counter on the Document Center homepage gives an immediate heads-up if any documents need attention.

Document Access Control

The Document Center uses visibility settings at the folder and page level:

• Company documents — can be restricted to specific teams. Sensitive HR policies stay visible only to managers, while general office procedures are available to everyone.
• Employee documents — personal files are visible to the employee themselves and to managers or HR staff with the appropriate access level. This three-tier model (own / team / all) ensures privacy.
• Wiki pages — each page can be set to "all employees" or limited to specific teams. Child pages inherit their parent's visibility by default, but you can override this individually.

Review your visibility settings periodically to make sure access is still appropriate — especially after team restructuring or role changes.

Wiki Knowledge Base

The Wiki is a built-in knowledge base inside the Document Center. Pages are organised in a tree structure with parent and child pages (e.g. "IT" > "Setup Guides" > "New Laptop Setup").

Key features:

• Rich text editor — headings, lists, links, images, and formatted text.
• AI assistance — draft new pages from a prompt, polish existing text, or translate between German, French, and English (requires AI credits).
• Mermaid diagrams — create flowcharts and process diagrams directly in pages using the AI-powered diagram designer.
• Search — full-text search across all visible pages.
• Visibility controls — same team-based access as company documents.
• Draft/published states — work on content privately before making it visible.

Pages track their creator and last editor. The Wiki supports the same favourite/bookmark feature as documents, so users can pin frequently referenced pages for quick access.

Related Guides

• Modules-Dokumentenverwaltung — basic setup and daily workflow
• Modules-Mitarbeitende — employee profile and personal documents