There are two distinct document spaces: Company documents and Employee documents. Understanding the difference helps you organise files effectively and ensure the right access.
Company documents: Store documents that apply to the entire organisation or specific groups, such as policies, guidelines, or compliance files.
Employee documents: Store personal files related to individual employees, such as contracts, certificates, or performance reviews.
Best practice
Company documents are ideal for files that need to be accessible organisation-wide or to specific teams. Examples:
Policies and procedures: Employee handbook, code of conduct, IT usage policies.
Compliance documents: Health and safety regulations, GDPR or other legal guidelines.
Templates and forms: Expense forms, leave request templates, onboarding checklists.
Announcements and guidelines: Company updates, internal newsletters, training materials.
These documents ensure consistency, centralise important information, and make it easy for employees to access the latest versions.
How to create a new folder
Go to Settings → HR (Manage) → Company 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 customise how the folder will be displayed, including table column options. Click Save configuration to finalise your folder setup. Your new folder is now available for use.
How to upload a document to a folder
Once your folder is created you can start uploading documents.
Go to Company → Documents, then click on the folder where you want to add the document.
Click + Add → Single document or Bulk upload.
Single document
When you initiate the process to add a document, a menu will appear on the right side of your screen.
Select the document of your choice.
(optional) Add a description to provide context or important details about the document.
Next, complete any remaining customised fields for the designated folder.
Click Add document to finalise the upload.
Bulk upload
When you initiate the process to add a document, a menu will appear on the right side of your screen.
Select the document of your choice.
(optional) Split pages into separate documents
Enable this toggle if you have multiple documents saved within a single file. This feature will automatically split each page and upload them as separate items.
Click Upload files to proceed to.
Next, you will be asked to review each document and add details.
Use the arrows (<) (>) to review the content of each document.
Use the (-) and (+) or zoom control button to adjust the magnification of a document.
(optional) If you wish to skip adding a description, select Skip filling fields in for this item.
(optional) Add a file description.
Click Upload and continue to save the details and proceed to the next file.
Or, optional, click the Cancel upload button in the top right corner if you wish to cancel the upload.
After completing the process for all documents, you will see a summary overview of your uploaded document and their statuses: successful, failed, or canceled. Click Finish at the bottom to complete the process.
Statuses explained
Statuses explained
Successful
The document was successfully uploaded to the server and added to the designated document folder.
Failed
An error occurred during the document transfer process. This usually means the document could not be sent to the server — for example, due to a disrupted internet connection.
Canceled
This status appears when the document is not finalised or available. It can occur in two situations:User action: The upload was manually cancelled by the user (e.g., by clicking the trash icon next to the document name) while assigning details.
Access restricted: The document is no longer accessible because it was deleted from the document folder or the user’s access permissions have changed.
📌 Note: If you are not an administrator or account owner, you are not able to tell whether the document was deleted or if your access was restricted.
Administrators and owners always retain access to their documents—so for them, this status indicates that the document was deleted.
Viewing uploaded documents
Uploaded documents can be accessed by your employees under Company → 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.
Settings
Open a folder by navigating to Settings → HR (Manage) → Company data → Documents. From here you can perform the following actions:
Fields
Add a new field
Reorder fields
Edit field names
Set required fields
Duplicate a field
Archive a field
Documents
View all uploaded documents in the folder
Upload a new document
Edit a document
Download documents as a ZIP file.
Export a list of all the documents in the folder as a CSV file on your desktop.
Copy a document to another folder
Delete a document
Options and access
This section is where you customise how employees interact with the documents in the folder and how the content is displayed.Comments: Enable or disable the ability for users to add comments on documents.
Access / Custom access levels: Set who can view and edit the files for pre-defined roles or create custom access levels.
Display and table columns: Adjust the folder’s layout, and the visible data columns.
Manage
Adjust the folder's name, description and icon or archive the folder.
