There are two distinct document spaces: Company documents and Employee documents. Understanding the difference helps you organize files effectively and ensure the right access.
Company documents: Store documents that apply to the entire organization 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 organization-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, centralize 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 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.
Managing folder settings
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) → Company 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.
Managing Document settings
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.
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.
