I. Intro

Having an efficient and well-maintained corporate system not only saves operation costs, but also helps employees learn more about the company and employee benefits. However, this ideal situation isn't always achieved and many companies are facing problems such as disorganization of documents, untimely updates, information leakage, etc.

Docs is here to help! It effectively solves the above problems by safely storing and organizing all your documents in the cloud drive. You're only three steps away from having an efficient corporate system.

II. Steps

1. Use Docs to organize the corporate system framework

You need to first import relevant company documents onto Docs. Next, create a master Doc and build up the framework of corporate system by organizing hyperlinked Docs under their corresponding sections. Employees can use the master Doc as a menu to find all information they need.

2. Grant permission to view for employees

The Doc owner can grant permissions to all-staff groups, setting permissions to Can view. In this way, all employees in the company will be able to read and comment on the Doc, but are restricted from editing.

Note: You'll need to grant permissions of the master Doc as well as all other hyperlinked Docs.

3. Put the Doc at an accessible location

You can put a link to the master Doc in the all-staff group announcement. You can also create a Shared Folder accessible by the all-staff group, and move the master Doc into this Shared Folder, making it more convenient to grant permission to view to everyone in the company, including future employees.

Note: Docs grants permission to edit by default to members of the Shared Folder. Therefore, if you decide to use a Shared Folder, you'll need to manually change permissions of the master Doc to Can view.

III. Related

💡How to prevent Doc leakage?

There are two methods:

Method 1: Set Doc permissions. The owner can click Share, and select Colleagues with the link can view. In Settings - Security, select People who can edit can copy, print, or export the file.

Method 2: The administrator can go to the Admin Console, select Security Strategy - File Permissions, and choose Don't allow members to share files. and folders with external users.

Note: This Docs permissions will apply to all Docs within the company.

To know more about Docs, click here! To unlock more Lark skills, stay tuned on Working Remotely.