Publishing and withdrawing mandatory display documents

HR keeps the Mandatory display page up to date: it publishes there the documents the company must bring to its employees’ attention, chooses which entities each document is displayed for, and withdraws those that are no longer current. This article explains these three actions, as well as the All documents switch that gives the overall view. It is for HR staff and administrators. For an introduction to the page and what each employee sees, see Getting started with mandatory display.

Before you start #

• The Documents module must be installed in your workspace.
• You need the Mandatory display permission at the Execute level: “publish and withdraw documents”. Among the roles supplied by Illizeo, the Administrator and HR roles carry it. The other supplied roles only have the Access level: they read, without publishing.
• With the Execute level, you can publish for the whole company or for any entity, and withdraw any document published by hand.
• Have your file ready: PDF, Word (.doc, .docx), ODT, PNG or JPG, 20 MB at most.

Seeing all documents #

When you open the page, you see, like any employee, the documents that concern you: those for the whole company and those for the entities of your contracts. To manage what is displayed for every entity:

1. Open Mandatory display in the sidebar.
2. Turn on the All documents switch, top right.
3. The list then shows every published document. Under each title, after the publication date, the scope appears: Whole company, or the chosen entities.

Turn the switch off to return to your own view, the one an employee of your entities would have.

Publishing a document #

1. Click Publish a document. The Publish a document dialog opens; it reminds you that the document is displayed to the employees of the chosen entities as soon as it is published.
2. Enter the Title, which is required. This is what employees will read in the list, so be specific (for example “Collective working hours” or “Safety instructions — Lyon site”).
3. If needed, fill in the Description: site, department, effective date and so on. It appears under the title.
4. Under Displayed for, choose the scope:
   • Whole company (the default): every employee sees the document;
   • Some entities: tick one or more entities in the list that appears, the Main company and your sub-companies.
5. Under File (PDF, Word, ODT, PNG, JPG — 20 MB max.), choose the file on your computer.
6. Click Publish. The button stays greyed out while the title is empty, no file is chosen or, with Some entities, no entity is ticked.
7. The message “Document published.” confirms it. The dialog closes and the document appears at the top of the list.

If the file is rejected #

The dialog checks the file before sending it:

• “Accepted formats: PDF, Word, ODT, PNG or JPG.”: choose a file in one of these formats;
• “The file exceeds 20 MB.”: reduce the file size or split it.

If sending fails, the message “The document could not be published.” appears and the dialog stays open: what you entered is kept.

Choosing the right scope #

An employee sees a document if it is displayed for the whole company, or for the entity of one of their contracts. An employee with several contracts in different sub-companies sees the documents of each. An employee attached to no sub-company belongs to the Main company. For a document to concern every employee, whatever their entity, choose Whole company rather than ticking every entity: a document displayed for the whole company also applies to entities created later.

Correcting a published document #

A published document cannot be edited: not its title, its scope or its file. To correct it, publish the new version, then withdraw the old one. Publishing first avoids employees being left, even briefly, without the document.

Withdrawing a document #

1. If the document is not in your view, turn on All documents.
2. On the document’s row, click Withdraw.
3. The “Withdraw “…”?” dialog reminds you that the document is no longer displayed to employees and that its file is deleted. Click Withdraw to confirm, or Keep to cancel.
4. The message “Document withdrawn.” confirms it. The row disappears from the list, for everyone.

Withdrawal is final: the file is not kept in Illizeo. If you need to keep a record of the document, download it before withdrawing it. If the withdrawal is refused, the message “The withdrawal was refused.” appears, with the reason given by the server.

The gender equality index #

The gender equality index is not published from this page: it arrives on its own when HR publishes it from the BDESE, for the entities of the relevant database, with the Gender equality index badge. Its row has no Withdraw button: the index stays displayed until the following year’s index is published and replaces it. See Calculating and publishing the gender equality index.

Good to know #

• The page does not list the notices your company must display: it is up to you to choose which documents to publish and who they are for.
• The title is limited to 255 characters, the description to 5,000.
• The file is downloaded under its original name: give it a meaningful name before uploading it.
• Publishing does not send a message to employees: the document appears on the page.
• Employees do not see a document’s scope: only those who publish see it.
• Documents are displayed in the language you wrote them in.

Frequently asked questions #

I cannot see the Publish a document button. Why? #

Your role carries the Mandatory display permission at the Access level only. You need the Execute level: ask your administrator.

Can I replace a document’s file without withdrawing it? #

No. Publish the new version, then withdraw the old one.

A document disappeared from my list after I published it. Where is it? #

You probably displayed it for an entity that is not yours. Turn on the All documents switch to find it.

Why can’t I withdraw the gender equality index? #

The index stays displayed until the next one is published from the BDESE, which replaces it automatically.