FAQs

Since each of your saved documents is attached to each one of your site indexes (examples of indexes include: Status, Employee Name, Document Type) users are able to search for document using as wide or narrow a search as they prefer. User will only see results that are allowed by their particular permission configuration.

For example: A user could search for performance reviews for active employees, in a particular location or search by employee name to see all documents associated with that employee.

If you can’t find a document it’s likely you don’t have the access level needed to view that document.

Learn more about Retrieving Documents

Ways to add new documents to your site:
-Scanning directly to the site via a large Multi-Functional Copier (MFC) or a desktop scanner
-Uploading (or “drag & dropping”) documents directly to the site
-Saving documents to the DynaFile Companion App from your desktop
-E-signature document integration (for example: DocuSign)
-Applicate Tracing System (ATS) document integration (for example: iCims)

Learn more about Adding Documents

Administrative users can add other users to the site at any time, most new users will belong to some type of user group, but highly unique permissions can also be configured directly on the user’s individual profile.  Users can be granted access to only view a specific document type for a specific population of employees for example, you could create a user with access to only emergency contact forms for employees in their specific department or location.  You can also opt users in or out of the ability to email a document directly out of the site, modify or delete a document, or create links to documents (among other customization options).
 
Your account manager can help create the most useful and efficient groups and users. Please feel welcome to reach out to them directly, and if you are unsure of your account manager’s contact, please reach out to us at [email protected].

Learn more about Groups

Learn more about User Administration

In addition to the standard reports provided for every DynaFile site, DynaFile will create nearly any custom report you need. Simply contact your Dynafile account manager or email us at [email protected] with your report requirements. A DynaFile engineer will create your report which will live in your site permanently. This report can be generated anytime from within your site and will always contain current and accurate information.

Learn more about Reporting

With the help of your team, DynaFile can mass import any PDF or TIFF files you have saved digitally; we can also work with your 3rd party scanning service to ensure any paper files are indexed to the site correctly.  The first step for an import will be for our team to understand the folder structure and the naming convention, reach out to your account manager for more information.

DynaFile offers two distinct integration methods, which can be used concurrently or separately, for information to flow into the DynaFile system. The first is a Data Integration (named DynaSync) that allows for employee data received from an HRIS system to update DynaFile records. The second is a Document Integration that allows documents or forms completed in an external system (e.g. on boarding) to be published and registered into DynaFile.

DynaSync allows index information to be automatically and dynamically updated based on a data feed from an external system. This feed can be in a text based (tab or comma delimited) format and run on any schedule as required by the customer (e.g. hourly, daily, weekly, etc.). Typical usages of this feature include updating an Employee’s name, status, location or department when that data is updated in a back-end management system (e.g. HRIS, ATS, ERP). This feature is for one-way data, not document, transfer to DynaFile. Systems that have been successfully integrated into DynaFile for a data synchronization include ADP, Ceridian, Kronos, Oracle, Paychex, Paylocity, PeopleSoft, SAP, UltiPro, and Workday.


Prebuilt Document integrations exist for several systems to automatically publish documents to DynaFile which include: DocuSign, Panda Docs, iCIMS, IBM Kenexa BrassRing and SilkRoad.
For systems without a pre-built connector, as long as those systems provide a mechanism to export documents programmatically, DynaFile has a number of methods to allow the automatic import of documents. Please contact your account manager for more information.