The Steeple Docs App centralizes document management, enabling easy storage, organization, sharing, and electronic signatures.
1. Introduction to Steeple's Docs App
Presentation of Steeple's Docs App
The Docs app revolutionizes document management by offering a single platform where you can easily store, centralize, organize, and retrieve all your documents quickly and efficiently.
Are your documents still scattered across various storage spaces, emails, or even drawers of old filing cabinets where not everyone can access them? Opt for Docs and effortlessly centralize your documents for all employees.
Accessible from any device, anytime, you no longer need to search through different services or locations. Whether connected or not, everyone can access your documents—photos, videos, and PDFs—immediately after they are uploaded to Docs.
With Docs, your documents are always within everyone’s reach in your company.
Page Objectives
After reading this section, you’ll be able to create your document space in Steeple, centralizing and sharing documents with your employees.
2. Getting Started
Activation: Docs is available upon request. For more information on activating Docs, please contact our consultants. Once activated, Docs will be visible to all members of your Steeple workspace.
First Use: Docs is activated with no pre-configuration, giving you full control to create your own folder structure and upload the documents you need. We can assist you in organizing your document space.
3. Navigation
Main Interface
Docs is divided into several screens:
- Activities: Displays documents requiring your action or that have been processed, such as documents needing a signature.
- All Files: The explorer of your document space, providing tools to view, search, or add documents.
4. Features
Creating a Folder
Creating a folder is simple. The “New” action on the "All Files" screen includes the "Create Folder" option. Name your folder, and it will be created in your current location. Navigate further to organize your structure.
Set the Visibility of a Folder Structure
Creating a folder at the root of Docs allows you to define the visibility of the folder and everything it contains (documents and subfolders). Several options are available:
- Entire Organization: All members of your Steeple space, without exception, will be able to view the folder and access its content.
- Communities: This limits visibility and access to the folder’s content to only the members of the selected community(ies).
The visibility of a folder can only be modified for folders located at the root of Docs. All subfolders or documents added will inherit the same visibility as the root folder containing them.
You can only restrict a folder’s visibility to communities you have access to. If there are communities you are not a member of, you cannot limit the folder’s visibility to those communities.
Manage contribution permissions
You can also define contribution permissions for folders. There are two options:
- Everyone (default): All members with folder access can upload documents or create subfolders.
- Administrators only: Only workspace admins can upload or create folders.
The root of Docs is reserved for admins to upload files or create folders, enabling an admin-exclusive content structure.
Adding Documents
You can add documents only if you have contribution rights. The “New” button allows you to “Upload a File” and select files from your computer or phone to add them to the selected folder.
For faster uploads, drag and drop multiple files directly into your Docs space.
Docs supports:
- Images: JPG, PNG, WEBP, BMP, GIF, SVG
- Videos: MP4, WEBM
- PDFs
Files up to 8 GB are accepted; larger files will return an error.
Once files are added, they become immediately visible to members who have access to the folder containing them (see Set the Visibility).
Enhancing Display
Docs offers various tools to improve your browsing experience:
- Grid View: Displays folders and files as thumbnails for a quick overview.
- List View: Displays a list with detailed information for easier navigation.
- Sorting: Sort alphabetically, by date, or by size.
- Filters: Show specific file types, like PDFs or videos.
Navigating the Document Space
Move through folders by clicking on them or using the navigation sidebar (on desktop). To go back, use the breadcrumb trail or return directly to the home screen.
Searching for a Document
Use the search function to find documents, which also shows the folder location. Navigate to the folder via the "Go to Location" action.
Renaming Documents or Folders
Only the document or folder owner, or an admin, can rename items. Changes are visible immediately after confirmation.
Deleting Documents or Folders
The “Delete” action allows owners or admins to remove documents or folders. Deletions are held for 30 days, during which they can be restored by our support team. After this period, they are permanently deleted.
Moving Documents or Folders
The "Move" action lets you select a destination for documents or folders, provided you have the necessary permissions.
Moving files may change their visibility. If the destination folder does not have the same visibility settings (see Set the Visibility) as the original folder, all moved items will inherit the visibility of the destination folder.
Batch Actions
Select multiple items to perform batch deletions or moves, provided you have rights over all selected items.
Posting on the News Feed
Highlight a document by publishing it on the news feed. The post will include a button linking directly to the document.
When sharing a document with visibility restricted to one or more communities, ensure that your post is made in communities that have access to the document. Otherwise, members without access will be directed to an error page.
Copying a Document Link
Share documents internally by copying their link for Steeple messaging or other platforms. Links require authentication and are inaccessible to external users.
Reading & Signing Documents
About Signatures in Steeple
Steeple enables simple electronic signatures (eIDAS n°910/2014) by associating a user’s authenticated action with a document. This action is timestamped and retained for the document's lifecycle.
Signatures are valid for internal regulatory purposes but not for external contracts or purchase orders.
Activating Signatures
Activate signature tracking via the “Enable Signature Tracking” action (PDFs only). All employees with access to the document will see it in their "Activity" page as a document “To Sign.”
Admins or document owners can enable Signature tracking.
Signing a Document
Sign documents from the "Activity" page by clicking "Sign." After reviewing the content, validate your signature. Signed documents move to the "Completed" section.
Tracking Signatures
Admins or document owners can track signatures via the “Signature Tracking” action, viewing who has signed and who hasn’t.
5. Troubleshooting
For issues or questions, contact our support team: Support Steeple.
6. More questions ?
What file types are supported?
Docs accepts web-compatible formats: images, PDFs, and videos (details in “Adding Documents”).
Who can see the documents I upload?
All authenticated members of your Steeple workspace. Publicly accessible TVs may also display Docs. You can also restrict access to certain communities to limit the number of people who can view specific documents.
Why can’t I see a folder I’m supposed to access?
Check for active filters or confirm with an admin that the folder is accessible to your communities.
Can I upload all file types?
No, only web-compatible formats are supported.
Is there a file size limit?
Yes, files must be 8 GB or smaller.
Can new employees sign existing documents?
Yes, they’ll automatically see documents assigned to them.
Can I disable signature tracking?
No, for traceability, signatures cannot be deactivated.
What happens when an employee leaves?
Documents remain but are detached from the user, labeled as “Former Member.”