Overview
You can upload, delete, and share your documents on the Documents page of When I Work. This article is intended for users with admin or manager level access. If you are a supervisor or employee, check out Viewing Documents.
Considerations
- The total storage capacity for document storage is 50 GB
- Uploaded files can be no larger than 1 GB each
- All uploaded files are scanned for viruses. If a virus is detected, the upload will not complete and you will receive a message about the file not being safe for an upload
- Only certain formats are supported for upload:
File Type Text Supported Formats csv, doc, docx, md, odt, pages, pdf, rtf, txt File Type Spreadsheets Supported Formats numbers, ods, xls, xlsx File Type Presentation Supported Formats key, odp, pps, ppt, pptx File Type Images Supported Formats bmp, gif, heic, jpeg, jpg, png, raw, svg, tiff File Type Archive Supported Formats zip File Type Video Supported Formats h264, mov, mp4, wmv File Type Audio Supported Formats mp3, wav File Type Supported Formats Text csv, doc, docx, md, odt, pages, pdf, rtf, txt Spreadsheets numbers, ods, xls, xlsx Presentation key, odp, pps, ppt, pptx Images bmp, gif, heic, jpeg, jpg, png, raw, svg, tiff Archive zip Video h264, mov, mp4, wmv Audio mp3, wav
Documents landing page
Manage all of your documents from the Documents landing page which can be accessed form the Workplace drop-down menu
| a |
| Search |
| Type in the search box to search for a specific document. |
| b |
| Add |
| Click Add to upload a new document. |
| c |
| Name |
| The name of the document. |
| d |
| Uploaded |
| The date the document was uploaded and the user that uploaded the document. |
| e |
| Delete |
| Click to delete the document. |
| f |
| Share |
| Click to open a menu with a shareable link to the document. |
| Callout | Name | Description |
| a | Search | Type in the search box to search for a specific document. |
| b | Add | Click Add to upload a new document. |
| c | Name | The name of the document. |
| d | Uploaded | The date the document was uploaded and the user that uploaded the document. |
| e | Delete | Click to delete the document. |
| f | Share | Click to open a menu with a shareable link to the document. |
Upload documents
To upload a new document:
Hover over , then select Documents.
- Click Add, then click Continue.
- Select the document you want to upload.
- A notification appears with a status of the upload. When complete, click X to close the notification. Your document appears in the list of documents.
Delete documents
To delete a document:
Hover over , then select Documents.
- Click , then Delete File to confirm the delete. The file is removed from your list of documents.
Share documents
To share a document:
Hover over , then select Documents.
- Click .
- Click the link shown. It is automatically copied to your clipboard.
- Paste this link in shift notes, job sites, annotations, WorkChat, or send to your users directly.
NOTE: A When I Work login is required to view shared documents.
Search documents
Use the left sidebar to search for specific documents.
- Click the search bar.
- Type the name of the document you want to find. The list is filtered to your search criteria automatically.