If an employee can't open or download a document that was shared with them, the cause is usually one of two things. Either their browser is blocking the file, or the document isn't actually available to them because of who it was published to or what their user role allows. If another user can open the same file, the file itself is fine.
Why this happens
- Browser settings: Pop-up blockers, download restrictions, browser extensions or an outdated cached session can stop a file from opening or downloading, even when the employee has access to it.
- Publish audience: Published documents appear under Employee Management > Announcement > Documents only for employees who match the document's Publish To settings. These settings can target user roles, individual employees, locations, employment statuses, job titles or sub units. A document that was saved but not yet published isn't visible to employees.
- User role permissions: Access to attachments in the employee profile and other modules is controlled by the data group permissions of the employee's user role.
What you can do
- Ask the employee to try a different browser or a private (incognito) window. They should also allow pop-ups and downloads for your OrangeHRM site, turn off browser extensions, clear the browser cache, and then log in again.
- Check whether an admin or another employee can open the same document. If they can, the problem is with the employee's browser or access, not the file.
- For a published document, go to HR Administration > Announcements > Document. Open the document and confirm two things: that it has been published, and that the employee matches the Publish To criteria.
- For an attachment in an employee profile or another module, go to HR Administration > Manage User Roles. Check that the employee's role has Read permission for the relevant data group.
- If the problem continues, contact OrangeHRM Support. Include the employee's name, the document name and where it's stored, the browser and version used, the time they tried, and any error message.
Things to note
- Documents created from Document Templates are generated from the employee's profile using Create Document. They can be downloaded as PDF or DOCX, or sent to the employee with Preview & Email.
- Only users with permission to manage announcements can change a document's publish settings.
- Regional admins can only publish to, and see, employees in their administrative locations.