The Documents tab on every employee profile is where you store records like contracts, certifications, and performance reviews. Document Folders let you organise these into clearly labelled sections — and control exactly who can access them.
This article covers:
- Why use Document Folders?
- Creating a Document Folder
- Granting access to permission groups
- Permission types explained
Why use Document Folders?
- Stay organised: Group documents into folders like Contracts, Compliance, or Onboarding so nothing gets lost as document volume grows.
- Control access: Set permissions per folder so only the right people can view, manage, or delete documents.
- Scales with you: As employees accumulate documents over time, folders keep everything manageable.
Creating a Document Folder
1. Navigate to Settings >> All Settings >> Document Folders.
2. Click Create Folder.
3. Enter a folder name — pick something clear and descriptive (e.g. Contracts, Certifications, Performance Reviews). The API name generates automatically.
4. Click Create.
5. Review the default permissions. By default, only System Administrators have access to a new folder.
6. Click Next to complete setup. The folder is now available on employee profiles.
Granting access to permission groups
Once a folder is created, you'll need to explicitly grant access to any other permission groups that need it.
1. Navigate to Settings >> Permissions.
2. Click Edit next to the permission group you want to update (e.g. HR Managers, Location Managers).
3. Search for the document folder by name.
4. Select the permissions required.
5. Click Save. Members of that group can now access the folder based on the permissions you've set.
Permission types explained
- View: Can see documents in the folder but can't make any changes.
- Manage: Can upload, rename, and edit documents.
- Delete: Can permanently remove documents from the folder.
- Own: Permission applies to their own employee record only.
- Subordinate: Permission applies to employees they manage.
- All: Permission applies to all employees in the system.