Document manager

You can use the document manager to upload documents that are later displayed to the cleaning staff on the tablet. This allows you to ensure that the cleaner receives important information, such as safety instructions, hygiene measures or cleaning manuals.

Customers with the Project manager advanced and Poject manager can enable the feature in the settings.

Adding a document

To add a document, navigate to the menu item App functions on the Document manager tab.

To add a document, click on + Add document.

The following information must be entered here:

Field	Description
Title	This title is displayed to the cleaner on the tablet.
Share type	Select one of the two options: Economic entity: The content can only be seen on this business entity. Provider: If several economic entities are assigned to the provider, you can use this setting to upload the document to several economic entities.
View type	Select one of the three options: On request: The cleaner can only retrieve the document on request. Mandatory: The document is always displayed to the cleaner. Mandatory once: The document is displayed to the cleaner only once.
Assignable to	The document can be assigned to buildings, areas, area types, categories, service types, cleaning tours, business units, floors or users. You can also select more than one here.
Description	You can give the document a description here.

To upload the document, click on Select file.

Your Explorer will open. Select the desired file. You can upload both photos and videos. The following file types are possible: pdf, mp4, jpg, png.

Then click on Open.

Finally, you can select the language of the document via dropdown. 

Upload multiple files

To select additional files, click on the grey plus at the end of the line.

This allows the file to be created in different languages in the same document - it is important that the correct language is specified for each file before saving.

This has the advantage that you can provide your foreign-language employees with files in their native language.

If you set the language for a file to French and French is stored as the language for a cleaner, this cleaner will be shown the French files.

If a file is not stored in the language stored for the cleaning staff, this cleaner will be shown the document in the standard language of the economic entity.

By clicking Save, the document is created in the cockpit.

Delete files

To delete a file, click on the grey bin at the end of the line.

Sorting files

You can sort the documents using the Sort button. 

A window will open showing all the stored documents. You can now use drag and drop to sort the documents in the order you want. Click the Save button to apply the changes you have made.

Assign document

Depending on what you selected under Assignable to when creating the document, you can assign the document to buildings, areas, area types, categories, activity types, cleaning tours, business units, floors or users.

In our example, we assign the document to an activity type. To do this, select the desired activity type under the Activity type tab in the Cleaning process menu item.

To assign the document, click on the paper clip at the top left.

The available documents will now be displayed. Select the document by clicking on the box and then click on Save.

Finally, save the change to the activity type by clicking on Save.

The document has now been assigned.