Platform Files

Managing Platform Files

Unlock the full potential of foundU with Platform Files - the ultimate library of PDF and image files. Documents stored in your Platform Files library can be utilised in an array of uses in your platform, these include:

• Storing policies for Terms and Conditions for new employees to acknowledge during onboarding.
• Creating a link to a key resource(s) for quick access in the employee/ admin portals. 
• Setting your default platform logo.
• Create a URL Link to documents to send to employees.
• Customising the admin and employee login page backgrounds.

This article will cover:

• How to add or update an existing document in your Platform Files
• Using your Platform Files to create a link from a PDF
• FAQs on the use of Platform Files

  If you're uploading a Platform file that you would like as part of your Onboarding process for your employees to read and accept, you'll need to reach out to our Support team after uploading your new platform file so that we can replace the item in your onboarding journey. View the steps for this process here.

To add or update a document in Platform Files

Before adding a document to Platform Files, it's important to consider whether you are updating an existing document or uploading a new file as there are differences for each process. 

To add a new document:

1. Select the main menu icon to open the full menu and navigate to Platform Settings > Platform Files.
2. To add a new document, select the Upload tab.
3. Select the relevant file type category from the drop-down.
   
     Hot tip: When uploading PDF files the preferred category is "Other". 
   
4. Select Choose File.
5. Find the file to upload and select it.
6. Enter a File Title.
7. Select Submit. 
8. The file has now been added to your Platform Files library and can be viewed from the Files Tab. 

Uploading an Existing Document

Platform Files can be utilised to update an already existing file. This feature is especially useful for correcting or replacing existing resources.

However, when updating policies, terms and conditions documents in foundU, extra consideration is required for businesses with specific needs, such as:

• • Historical policy version tracking
  • Annual employee policy confirmation

If this is you, then the best practice is to add the policy new document using the instructions above.

  Contact us: Once added, please reach out to [e-mail] and we can add this mandatory item to the Onboarder in your platform.

To update an existing document:

1. Select the main menu icon to open the full menu and select Platform Settings > Platform files.
2. Under Files, you will see all of your current documents in use.
3. Find and copy the full file name of the document to be replaced, it must match exactly.
   
   
   
   
4. Follow Steps 2-5, listed in the add document section above. 
5. In the File Title field Paste the file name copied from the Files tab. 
6. Format the title, foundU will apply the file formatting once the document is submitted. 
   • Replace the '_' with a space
   • Delete the file type '.pdf',
   • Example: Formatting Test_Document_1.pdf to Test Document 1
7. Select Submit. 
8. The file has now been updated on your platform. 

  Hot tip: If you are updating a logo in your platform, you may need to do a 'Hard reload' of your page to see the changes take effect. On a Windows computer - Control + F5, you can select the reload button while holding control. On a Macbook - Command + Shift + R.

Using your Platform Files to create a link from a PDF

You may need a link to place in an email or place in an Announcement for employees, but you may only have a PDF. Great news! By uploading this PDF to your platform documents you can create this link yourself.

To do so:

1. To locate the URL from Platform Files, navigate to Platform files located in Platform Settings > Platform files.
2. Upload a PDF, add in the details and attach the document.
   
     Hot tip: You can use the 'Other' category to upload any document that you wish to link to your employee to e.g. PDF document.
3. Select on the document in the Platform Files list and copy the URL from your browser. Add this URL to your resources.
4. Then use this URL link to use the document in sending documents to employees.
   
   

   

Typical uses of this function may be creating a link for:

• Terms of Business
• Culture Playbook
• Employee Handbook

  If you're uploading a Platform file that you would like as part of your Onboarding process for your employees to read and accept, you'll need to reach out to our Support team after uploading your new platform file so that we can replace the item in your onboarding journey. View the steps for this process here.

FAQs

What documents have been added to my platform during my implementation?

The following documents are applied to your platform during your implementation when provided.

• Logo
• PDF logo
• Tiny logo
• Background image for login/register pages (for Employee and Operations login)
• Background image for Admin login page
• Policies included in Onboarding

What other files are stored in Platform Files?

For your ease of access, foundU will also include the following documents for all platforms:

• Fair Work Employee Information Statement
• foundU Privacy Policy
• foundU Terms and Conditions
• foundU User Agreement

Can I add Employment Contracts to Platform Files?     

It is recommended to use foundU's Document Template feature for storing Contract Templates and Employee Agreements as they contain sensitive information about the employee(s), which can be applied using placeholders. Platform Files are more suitable for general use PDF files such as Policies and Resources.

Can I upload images to Platform Files?

Logos and Background images for the Admin and Employee login screens can be updated in Platform Files.
When using Platform Files "Other" field, the accepted file format is PDF.

 How do I update a document and keep my historical reporting? 

Example: Uniform Policy 2023 requires an update to Uniform Policy 2024

When document requires updating and you would like to keep a record of any previous versions, the best practice is to upload the policy as a seperate document in Platform Files. 

For the example above, Uniform Policy 2024 would be added as a seperate document in Platform Files. Once added please reach out to [e-mail] and we can add this mandatory item to the Onboarder and issue it to your existing workforce.