Workflows & examples

Common workflows

1. New-hire document pack

   1. From the Employee’s own detail page, use the Attachments panel — files upload straight into that employee’s HR app folder, no manual folder selection needed.
   2. Generate the offer letter from a template and save it as an attachment.
   3. Send the employment contract for e-signature; the signed PDF auto-saves back and attaches automatically.
   4. Set sensitivity to Confidential on compensation-related files so only HR roles with documents:confidential can see them.

2. Proposal-to-contract for a Deal

   1. From a CRM Deal’s Attachments panel, upload or attach the proposal — it’s filed under the Deal’s CRM app folder automatically.
   2. Share it with the prospect via a share link with an expiry date, instead of granting folder access.
   3. On acceptance, generate the contract and route it through Approvals.
   4. Send for e-signature; the executed PDF is archived under the Deal, and linked to the Contact as well via Links → Add Link.

3. Certification expiry sweep

   1. Ensure each certification has an Expiry date set on upload.
   2. Review /documents/overview expiry panel weekly.
   3. Act on Documents Librarian flags for the 30-day window.
   4. Upload renewed versions to clear each flag.

4. Tightening access on a sensitive folder

   1. Identify the folder (e.g. HR / Compensation) that should never be broadly visible.
   2. Open Manage Access → disable Inherit parent permissions → grant access only to the HR-admin role.
   3. Set the folder’s minimum sensitivity to Confidential or Restricted so nothing uploaded into it defaults to a lower level.
   4. Confirm with a non-HR test account that the folder no longer appears in Browse or search.

A worked example — a signed contract on a project