Manage Employee Documents
Store, review, and maintain employee documents from HRM profiles.
Employee documents keep HR-related files close to the employee profile. Use them for approved internal HR documents, onboarding files, signed policies, employment paperwork, certifications, or other files your HR process requires.
Add Or Review Documents
- Open HRM > Employees.
- Select the employee.
- Open the documents area on the employee profile.
- Upload or review the required file.
- Confirm the file name, type, owner, and visibility are appropriate.
Use clear file names with the document type and date. Avoid vague names such as
scan.pdf when the document may be reviewed later during payroll, compliance,
or offboarding.
Sensitive Document Handling
Employee files can contain private information. Only upload documents that belong in HRM, and make sure access is limited to the roles that should manage employee records.
Do not share private employee documents through casual chat. If a teammate needs access, review their HRM permissions or use the approved file process.
Maintenance Routine
Review employee documents during onboarding, role changes, certification renewals, payroll changes, and offboarding. Archive or replace outdated documents according to your HR retention process.
If a document affects payroll, leave, or compliance, add a note in the employee profile or HR process so reviewers know where the source file lives.
Document Naming Pattern
Use a naming pattern that helps reviewers understand the file without opening
it. Good names include employee, document type, and date, such as
Avery Stone - Signed Offer - 2026-05-18.pdf.
For expiring documents, include the renewal or expiry date in your HR process so the file does not become stale silently.
Before Offboarding
During offboarding, review employee documents before changing access. Confirm required files are retained, private files are not shared casually, and managers know where final documents are stored.
If the employee has self-service access, confirm which documents should remain visible according to your company policy.
Troubleshooting
If a document is missing, check the employee profile, Files module, upload history, and whether it was attached to a different employee record.
If a user cannot see employee documents, check HRM permissions, employee record access, and whether the user is in the correct workspace.