Understanding the Documents Tab
A guided tour of the Documents tab: where employees find their files, where teams share resources, and where admins send documents in bulk.
The Documents tab is the central place in Ommnio where files are stored, shared, and distributed. Both employees and administrators access it, but what they see depends on their role.
This article walks you through each section so you understand where files live and how your employees will find them.
If your organization previously used DocuBot for bulk document delivery, that workflow now lives in the Sent section of the Documents tab. DocuBot still works for existing setups, but the Documents tab is the recommended path going forward.
My Documents
This is where each employee finds their personal files — payslips, certificates, contracts, or anything you've sent them individually using a template from the Sent section.
The folder structure mirrors your templates. For example, if you've set up templates called "Payslips" and "Withholding Certificates", each employee will see two folders with those names, containing the files they've received.
Employees can only see their own files. No one else has access to another employee's My Documents folder.
Shared Documents
This section holds files shared with specific teams — operational manuals, safety procedures, onboarding guides, or any reference material your teams need to consult regularly.
As an administrator, you can:
- Upload folders and files that stay permanently available (they won't get lost in a chat thread).
- Set permissions so only the teams you choose can view each folder.
- See when each document was shared and with whom.
Employees see only the shared folders their team has access to.
Chats
Every file that's ever been shared in a chat conversation is automatically organized here, grouped into subfolders named after each conversation.
Trash
When a file is deleted, it moves to Trash and stays there for 30 days before being permanently removed. This gives you a safety net for accidental deletions.
Sent (administrators only)
This section is only visible to administrators. It's where you create templates for sending documents to employees in bulk — payslips, tax forms, training certificates, or any personal documentation.
Each template is configured once and can be reused every time you need to send that type of document. When you send documents through a template, each employee receives their file in the My Documents section of their app.
For step-by-step instructions, see How to Send Documents in Bulk Using Templates.