There are two distinct document spaces: Employee documents and Company documents. Understanding the difference helps you organize files effectively and ensure the right access.
Employee documents: Store personal files related to individual employees, such as contracts, certificates, or performance reviews.
Company documents: Store documents that apply to the entire organization or specific groups, such as policies, guidelines, or compliance files.
Best practice
Employee documents are designed for personal and confidential files tied to individual employees. Examples:
Employment records: Contracts, agreements, and offer letters.
Qualifications: Certificates, licenses, or training completions.
Performance files: Reviews, appraisals, and development plans.
HR records: Personal leave requests, medical notes, or other HR forms.
Storing these documents in Employee documents ensure privacy, support compliance, and give secure access to HR and authorized managers only.
How to create a new folder
Go to Settings → HR (Manage) → Employee data → Documents, then click + Add folder.
Enter a descriptive folder name and choose an icon. Adding a description is optional. Click Add and continue to proceed.
Adjust and rearrange the fields to match your needs. Once you’re satisfied, click Next step.
Choose the appropriate access level for users and customize how the folder will be displayed, including table column options. Click Save configuration to finalize your folder setup. Your new folder is now ready to use.
Manage Folder fields
In the Fields section of a folder, you can:
Add a new field: Include additional fields to capture more information in the folder.
Reorder fields: Change the order in which fields appear.
Edit field names: Update the name of a field for clarity.
Set required fields: Enable or disable a field as mandatory.
Duplicate a field: Create a copy of an existing field to reuse its structure.
Archive a field: Remove a field from active use without deleting it permanently.
Edit Options and access: Customize available options for a field and control who can view or edit it.
How to add a document to a folder
Once your folder is created and configured, you can start uploading documents.
Go to Settings → HR (Manage) → Employee data → Documents, then click on the folder where you want to add the document.
Click Documents → + Add item.
Select the file you want to upload and click Add document. The file will now be stored in the selected folder.
Manage Documents fields
In the Documents section of a folder, you can:
View document details: Click Details to see more information about the file.
Replace or remove a document: Click the pencil icon to upload a new version or delete the file.
Copy or delete a document: Click the three dots to copy the file to another folder or remove it.
Add more documents: Upload additional files to the same folder as needed.
Filter documents: Use filters in the folder’s Documents overview to quickly find specific files.
Export contents: Export all folder documents to CSV for Excel or other uses.
Download files: Download all documents in the folder as a ZIP file.
Where employees can view uploaded documents
Uploaded documents can be accessed by your employees under Employee → Documents. The visibility of each document depends on the access level set for the folder when it was created, see How to create a new folder.
