Download Documents

Admin Mode > HR > Download Documents

This section is designed for uploading files that employees can download. The core value of the Download Documents feature lies in enhancing information transfer efficiency and reducing communication costs, allowing organizations and employees to access the necessary files and knowledge more quickly and conveniently. Additionally, through permission settings and security controls, administrators can effectively protect confidential data while providing employees with appropriate information. For companies undergoing digital transformation or aiming to improve knowledge management, this feature can significantly enhance operational efficiency and core competitiveness.

Before using this feature, the organization creator must first subscribe to the Premium "Storage Space" plan to enable cloud storage for uploading attachments.

Importance to the Organization

Centralized Management and Consistent Information

Organizational administrators can upload documents closely related to company operations (e.g., employee handbooks, standard operating procedures, leave policies) to the SwipePoint platform and manage permissions for different employee groups. This ensures consistency in organizational information and regulations, avoiding misunderstandings or procedural errors caused by employees accessing different versions.

Reduce Communication Costs and Strengthen Organizational Efficiency

Without a comprehensive document download mechanism, employees often rely on word-of-mouth, email attachments, or instant messaging tools to locate files. These methods can easily lead to version confusion or omissions. By providing a dedicated Download Documents feature in SwipePoint, organizations can significantly reduce the cost of communication and data retrieval while improving overall efficiency.

Information Security and Permission Control

Previously, documents passed privately among employees were prone to alteration or leakage. With SwipePoint's permission management and security mechanisms, organizations can better protect internal confidential or sensitive files while ensuring that relevant employees can access necessary documents promptly and securely.

Digital Transformation and Knowledge Management

The Download Documents feature allows organizations to create an internal document library. Both new hires and senior employees can access needed resources on the platform, forming long-term knowledge accumulation. This supports organizations in building core knowledge and updating it continuously during digital transformation.

Application Scenarios and Examples

Onboarding Training Package

  • Scenario: New employees require a series of documents during onboarding, such as employee handbooks, department introductions, system operation guides, confidentiality agreements, and workplace guidelines.
  • Feature Use: Administrators can upload all essential documents for new hires to SwipePoint. New employees can log in to the platform and download or read them online, reducing dependency on paper distribution.

Standard Operating Procedures (SOPs) and Work Guidelines

  • Scenario: In departments requiring fixed operational processes, such as manufacturing, customer service, or project execution, employees often need to reference SOPs.
  • Feature Use: Upload the latest SOP versions to SwipePoint and set them to be accessible only to specific departments. When processes are updated, simply upload the new version and notify relevant employees.

Leave Policies, Attendance, and Application Guidelines

  • Scenario: Employees need information on leave procedures, various vacation or overtime rules, and work certificate application processes.
  • Feature Use: Centrally manage leave forms and application guidelines on the platform. Employees can download the latest templates and fill them out according to the rules.

Important Announcements and Official Documents

  • Scenario: Important matters like annual tax filing processes, labor union bylaw revisions, or changes to the company's rewards and penalties system need to be communicated to all employees accurately and promptly.
  • Feature Use: Organizational administrators can upload official notices or documents (PDFs) to SwipePoint, notifying all or specific groups. Employees can view and download these files directly for reference.

Seminar and Training Materials

  • Scenario: For internal training sessions, regular seminars, or vendor-provided materials, employees need to download presentation slides or supplementary files for review.
  • Feature Use: Create a dedicated "Training Materials" section on SwipePoint. Upload presentation slides (PPT, PDF) or video links for participants to download and revisit for learning purposes.

Adding a New Download Document

Admin Mode > HR > Download Documents > Add New Download Document

You can upload attachments by taking a photo, selecting from albums, or uploading documents.

File size must not exceed 25 MB.
Before using this feature, the organization creator must first subscribe to the Premium "Storage Space" plan to enable cloud storage for uploading attachments.

This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.