Introduction
File Manager functionality is used to access files and folders. Files are easily shared and edited by multiple employees, depending on their access rights. It works similarly as folders in your PC.
Tiles:
- Various client-specific tiles – customized tiles with custom name, design, function, storage, accesses, with custom workflow and approval procedures. These tiles may also have other features set up other than those described in this manual.
- File Manager – general access to the company’s master folder
- My Documents – access to the employee’s own folder, this tile is used to share documents between HR and employees
- Help – this tile is usually where your company’s internal manuals are stored
- Payroll Uploads – used to upload documents for payroll processing
Please note a TULIP setup you see always depends on custom requirements and access settings of TULIP for your company. Not all companies use the File Manager functionality that allows you to work with files and folders.
Actions
- Create
- Move
- Sort
- Download
- Delete
- Rename
- See History
- Add an additional Personal data icon
- Participate in Workflow (upload, approve or decline Payroll files, Payslips or Tax files)
Workflow
There are static folders or folders with a workflow. Workflow is a process where one file is sent through a series of steps and users. This enables everyone in the workflow to participate, always depending on his/her access rights.
Payroll and Tax folders
Payroll folders are a specific folder structure with workflow. Those folders are created automatically.
Payslips
Files that are uploaded must be in a certain format and include a personal number of an employee at the beginning (for example, 1562 is a personal number, so the file´s name is 1562-Smith Jason-May 2022.pdf).
Also, after the personal number, one of those signs must follow to separate the personal number from the rest of the file´s name:
Levels of Access
A) General rules
Read only
✔ read files in the folder
❌ it is not possible to upload, move, rename, or delete either files or folders
Write
✔ upload new files into the folder
✔ move existing files in the folder
✔ delete existing files in the folder
❌ it is not possible to move, rename, or delete the folder to which the person has access rights
❌ it is not possible to create new folders
Full access
✔ read files in the folder
✔ upload new files into the folder
✔ move existing files in the folder
✔ delete existing files in the folder
✔ move the folder
✔ rename the folder
✔ delete the folder
B) Delegation
Another user is logged into the account in delegation mode
✔ same access rights to files and folders
❌ access to those containing personal data is denied (for example, payslips are not visible)
C) Payroll and Tax folders
These folders are created automatically and are controlled by different rules:
❌ it is not possible to change the name of the Salary/Tax folder
❌ it is not possible to delete the Salary/Tax folder or remove monthly/annual subfolders
❌ no one can create a subfolder in the Salary/Tax folder
Individual employees (recipients of payslips):
✔ can read their own payslips and tax files
Payroll accounting employees:
✔ can upload files – payslips and tax files
✔ can rename files inside the folder
✔ can delete files inside the folder
✔ can add files inside the folder