Dokumentenverwaltung — Document Center Guide

What it does

The Document Center is your company's central hub for storing, organising, and sharing documents. It handles three distinct areas: employee documents (contracts, certificates, personal files), company documents (policies, templates, handbooks), and a built-in Wiki for internal knowledge sharing.

Documents are organised by year and category, with features like expiry tracking, download-as-ZIP, and acknowledgment workflows where employees confirm they have read important documents. The Wiki provides a structured space for team knowledge, procedures, and reference material.

How to set up

1. Upload company documents — go to Document Center > Company and create folders for your policies, templates, and handbooks. Upload files into the appropriate folders.
2. Set visibility — decide which teams or roles can see each folder. Not every employee needs access to every document.
3. Configure categories — documents are grouped by year and category (e.g. contracts, certificates, policies). The system provides standard categories out of the box.
4. Create your first Wiki page — go to Document Center > Wiki and create a page for common procedures or company information. Wiki pages support rich text formatting and even AI-assisted content generation.

Daily use

Employee documents

1. Employee documents are stored under each employee's profile — contracts, certificates, ID copies, and other personal files.
2. Managers and HR can upload documents to an employee's file and set expiry dates (e.g. a work permit expiring in 6 months).
3. The system tracks expiring documents and alerts you before they lapse, so you can arrange renewals in time.

Company documents

1. Go to Document Center to see all company documents organised by year.
2. Browse folders and categories, or use the search to find what you need.
3. Download individual files or an entire folder as a ZIP archive.
4. Mark important documents for acknowledgment — employees will be asked to confirm they have read and understood the document.

Wiki

1. Go to Document Center > Wiki to access the knowledge base.
2. Pages are organised in a tree structure with parent and child pages.
3. Create new pages for procedures, how-to guides, or reference material. The editor supports rich text, and you can use AI to help draft or translate content.
4. Control who can see each page by setting visibility to specific teams or the whole company.

Works together with

• Employees — personal documents (contracts, certificates) are stored under each employee's profile and accessible from the Document Center.
• Teams — document and Wiki page visibility can be restricted to specific teams.
• Notifications — employees receive notifications when new documents require their acknowledgment or when documents are about to expire.

Tips

• Use acknowledgments for mandatory reading. When you upload a new company policy, require acknowledgment so you have a record that every employee has read it.
• Set expiry dates on time-sensitive documents. Work permits, certifications, and insurance policies all have expiry dates — the system will remind you before they lapse.
• Organise the Wiki by topic, not by team. A topic-based structure (e.g. "Onboarding", "IT Setup", "Office Procedures") is easier to navigate than team-based silos.
• Use folders for bulk downloads. Group related files in a folder so you can download everything as a single ZIP when needed.
• Favourite frequently used documents. Toggle the favourite star on documents or folders you access often so they appear at the top of your list.