Dashboard Downloads & Notices

Dashboard Downloads

The Downloads widget on a user dashboard is a library of files uploaded to the portal that the user is permitted to access. These files can be downloaded directly from the dashboard when the user needs them.

To manage the documents available to users, your admin profile needs to be set up with access to config. 

There are two ways to access the master list of dashboard documents for your portal:

• Dashboard > Downloads > Manage Documents
• Config > System Setup > Dashboard Files

Both of these paths will direct you to the Dashboard Files screen, which is a list of currently uploaded files and the users and entities they have been assigned to.

Uploading a Dashboard File

To add a file:

1. Go to Config > System Setup > Dashboard Files.

2. Click Choose File.

3. Select the file from the popup screen > Open. Files with a .pdf, .doc, .docx, .xls, .xlsx, or .swf extension can be uploaded.

4. Select an Entity to link to the file. The drop-down list will include any active entities in the portal. You can also set this field as ‘All Entities’.

5. In the ‘Visible for’ field, set which user type should be assigned the file. You can set this as ‘Everyone’ or specify a type of user.

6. Click ‘Add File’.

After a file has been uploaded, it will show at the top of the Dashboard Files list.

If a file needs to be assigned to multiple (but not all) entities or user types, you’ll need to do a separate upload for each criteria.

Dashboard File Visibility by 'Visible for' Status

The files that you upload in the Dashboard Files screen will display on the Dashboard of users linked to the 'Visible for' selection you make. 

Visible for	Who can view these files?
Everyone	All user groups can view these files, including employees and contractors
Staff/Admins only	All user groups can view these files, except for employees and contractors
Approvers	These files are specific to Approvers only
Financial Controller	These files are specific to Financial Controllers only
Portal Administrator	These files are specific to Portal Administrators only
Recruiters	These files are specific to Recruiters only
Employees	These files are specific to Employees (PAYG or PAYE)
Subcontractors	These files are specific to employees that have been set up as Contractors (including ABN subcontractors)

Dashboard File Visibility by User Type

An Approver will be able to view all files that are Visible for Everyone, Staff/Admins Only, or Approvers.

A Financial Controller will be able to view all files that are Visible for Everyone, Staff/Admins Only, or Financial Controllers.

A Portal Administrator will be able to view files that are Visible for Everyone, Staff/Admins Only, or Portal Administrators.

A Recruiter will be able to view files that are Visible for Everyone, Staff/Admin Only, or Recruiters.

An employee will be able to view files that have been set as Visible for Everyone, or Employees. They will not be able to see files Visible for Subcontractors.

A contractor or subcontractor will be able to view files that have been set as Visible for Everyone, or Subcontractors. They will not be able to see files Visible for Employees. 

Set a Permission Group for an Employee or Contractor File

When Employee or Contractor is set in the ‘Visible for’ drop-down field, an additional field for Permission Group will display. By default, this will be set to All but can be customised so that the dashboard file being uploaded will only appear for a particular Permission Group.

Only one Permission Group can be set for each uploaded file, so if you need to assign the same file to multiple Permission Groups, the upload will need to be repeated for each Permission Group.

You can confirm how a file has been configured by referring to the Permission Group column of the Dashboard Files list. 

Delete a Dashboard File

To delete a file:

1. Go to Config > System Setup > Dashboard Files.

2. Click the red ‘X’ icon to the right of the file you want to delete.

3. Click OK.

Configure Dashboard Notices

The notices that appear in the News widget on user dashboards can be customised in Config > System Setup > Notices.

You can set up separate notices for the following user types: Employee, Approver, Recruiter, and Admin.

To view and edit the notice for a specific user type, select the user type from the drop-down in the top right of the Notices screen.

When edits are made to the Notice template and saved, the changes will apply to the users’ dashboards.