The Organisation Library serves as a repository of documents in Flare which people in the organisation, depending on the security access of your account, can easily access. It is important to understand how the Organisation Library works to ensure that the documents stored are set up correctly and have the relevant security settings.
Note that this article will discuss general guidelines and advice in structuring your Organisation Library in Flare. For specific step-by-step instructions on how to add, rename, delete documents and folders or how to map data or signature fields to documents, please access the articles below:
- How to add a document to the Organisation Library
- How do I Rename, Add & Delete a folder in the Organisation Library
- How to Map a Signature to a Form or Document
- How to create custom forms and map fields
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Document Security Settings in the Organisation Library
- Each document would have its own security setting that would determine its visibility.
- Security settings of each document can be seen via Right Click on document > Properties > Security.
- If a document is visible to a user, they will also be able to see all versions of that document that has been uploaded previously via Right Click on document > Properties > Version Control.
- All visible documents are also downloadable by users.
- The security setting to allow particular users to Add, Delete, and Map Form Fields to documents are controlled in Settings > Security and would only be accessible for a limited number of users (usually System Managers)
- Security settings of each document can be seen via Right Click on document > Properties > Security.
Folder Security Settings in the Organisation Library
- All folders are visible to anyone with access to the Organisation Library.
- This means that whatever folders you see as a System Manager would also be seen by anyone else who has access to the Organisation Library. There is no way to hide folders from anyone with Organisation Library access.
- Be mindful of naming folders as it may be visible to everyone in the account.
- The security setting to allow particular users to Add, Delete, or Rename folders are controlled in Settings > Security and would only be accessible for a limited number of users (usually System Managers)
System Folders in the Organisation Library
There are folders in the Organisation Library which are used by the system and therefore can't be deleted. Take note of the purpose of these folders before trying to reorganise or rename them.
- Action Item Attachments
- This folders stores all documents attached to an action item created via the Home > Action Items menu. Documents here are Person Shared only to the user who uploaded the document against the action item.
- For more information on how the Action Items menu work, please see this knowledge base article.
- Employment Contracts Created
- This folder stores all unsigned versions of contracts created for users (for new hires or for existing users via an info request). Contracts will only be visible to a user if it was issued to them. For System Managers however, they'll be able to see all unsigned contracts in this folder.
- Recycle Bin
- This folder stores all documents that has been deleted from the Organisation Library. Documents here won't be visible to users with base security access.