HR Documents

Documents keeps files for your workspace and files attached to individual employees. Employees use My Documents to find their own attachments; authorized HR staff use the wider library. Start by choosing the right view before searching or downloading.

Access needed

Access depends on your assigned permissions and workflow scope.

Read and download your own active attachments: Sign in with an account linked to your employee record. The workspace plan must include Documents. This does not grant general library access.
Role and permission labels
Typical responsibility: Employee. Role names alone do not grant access.
Browse the library, view metadata and download workspace documents: documents.read
The Documents plan feature is required. Read access covers all documents in this workspace, not only direct reports.
Role and permission labels
Typical responsibility: Authorized HR reader. Role names alone do not grant access.
Read workspace documents
Upload files: documents.upload
The Documents feature and storage capacity are required. Upload-only access does not require library read access. Choosing an employee uses the separately authorized employee-directory lookup.
Role and permission labels
Typical responsibility: Authorized uploader. Role names alone do not grant access.
Upload documents
Edit metadata, delete or sync existing employee attachments: documents.manage
Library browsing separately needs documents.read. Deletion is permanent. Syncing existing attachments does not upload new files or send new employee notifications.
Role and permission labels
Typical responsibility: Document administrator. Role names alone do not grant access.
Manage documents
Read the Documents Activity log: audit.read
Activity log access is independent of document-management permissions and is not blocked by the Documents plan feature.
Role and permission labels
Typical responsibility: Authorized investigator. Role names alone do not grant access.
Read the service Activity log

Demo screenshots may show broader access than your account.

For employees: find your documents

Open My Workspace → Documents. This view contains active files attached to the employee record linked to your account, including issued employment letters. It is not a list of every general workspace document.

Employee My Documents list containing an issued employment verification letter — Employees find their own active attachments here.

Find the file
Search by document name or file name. Use Filter, Sort, and pagination to narrow the list. Check filter chips and Reset if an expected file is missing.
Check the details
Select the document's View action. Check its name, file name, category, size, added date, employee attachment and description before using the file.
Preview or download
Select Preview when offered, or Download to save a copy. If the file format cannot be previewed, use Download and open it in a suitable application.
Ask HR for corrections
If the attachment is missing, outdated or attached to the wrong employee, contact your HR team. My Documents does not provide employee upload or edit controls.

Employee document details with Preview and Download controls — Employee self-service does not include editing this file.

For HR: browse the library

Open HR Documents → Documents. The library lists general files and employee attachments. Review Document, Category, Attached to, Size and Added. An attached employee identifies who receives the file through My Documents; a general file is not automatically shared with every employee there.

HR Documents library showing an issued employee letter — Library access includes workspace documents and employee attachments.

Search by document name or file name. Use the available category, employee and date filters and Sort to narrow the results. Categories are entered as text, so use consistent names and the exact category when filtering. Employee lookups can depend on separate employee-directory access.

Select Actions → View to inspect a file. Authorized staff may also see Edit and Delete; those actions require management access separately from reading or uploading.

HR document details with employee attachment and file metadata — Check the file and recipient before acting.

Prepare an upload

Select Upload documents when your access permits it. The wizard has three stages: Choose your files, Add document details, then Review and upload. Each file is saved separately.

Document upload wizard showing supported formats and selection limits — This wizard was cancelled without uploading.

The current uploader accepts up to 25 files, 20 MB per file, and 100 MB total in one selection. Supported formats are PDF, PNG, JPEG, Word DOCX, Excel XLSX, UTF-8 TXT and CSV. Renaming an unsupported file's extension does not convert it; the file contents must match the format. Workspace storage limits also apply.

The upload screen above was opened and cancelled without saving. Continue with Upload documents for preparing details, checking recipients, and handling individual upload results.

For detailed instructions, see Manage documents and Documents Activity log.

Understand editing and deletion

Editing changes the document name, category and description; it does not replace the stored file. Version and Active labels do not imply that a file-versioning or archive workflow is available. Coordinate an updated file with HR rather than assuming an edit replaced its contents.

Keep downloaded files private

Save downloads only where your organization permits. A downloaded copy can remain on your device after access or the source document changes. Do not share employee files or temporary download links with unauthorized people.

Troubleshooting

Problem	What to check
My Documents is unavailable	Your account needs a linked employee record and the workspace plan must include Documents.
A file is missing from My Documents	Clear filters and ask HR to check the employee attachment. General files do not automatically appear here.
Library controls are missing	Read, upload, management and Activity log access are separate. Upload-only access does not grant library browsing.
The list is empty	Check search, category/date/employee filters and pagination before assuming nothing has been uploaded.
Upload is refused	Check file count, sizes, format/content match and workspace storage capacity.
Preview is unavailable or blank	Download the file and open it in a suitable application. A blank preview does not prove the stored file is empty.
Download fails	Retry from the current list. Ask HR to check the stored file if it remains unavailable.
The workspace plan blocks Documents	Ask your workspace administrator to check plan availability; extra role permissions alone do not enable the feature.