Create and manage document folders on employee profiles

Follow this guide to create document folders on employee profiles and control who can view or manage them in Humanforce HR.

The Documents tab on a person’s profile helps you store and organise employee-specific records such as contracts, certifications, and performance documents. As employees move through their lifecycle, the volume of stored documents often increases. Creating document folders allows you to keep documents organised while ensuring the right level of access for different permission groups.

Part 1: Create document folders on the Documents tab

1. Go to Settings > All settings > Document Folders.

2. Select Create Folder.

3. Enter a folder name.
   The API name is automatically generated from the folder name. You can edit the API Name after it has been generated if necessary. 

4. Select Create.

5. Review the permissions that are automatically created for the new folder.
   By default, only System Administrators are granted access automatically to the new document folder. 

6. Select Next to complete the setup.
   The new folder is now available on the Documents tab of employee profiles.

Part 2: Provide access to specific permission groups

Once document folders are created, you can grant access to other permission groups so they can view or manage documents within those folders.

1. Go to Settings > Permissions.

2. Select Edit next to the permission group you want to update.

3. Search for the name of the document folder.

4. Select the required permissions.
   Permissions are grouped as:

   • View, Manage or Delete documents in the folder

   • Own, Subordinate, or All documents in the folder

5. Select Save.
   Members of the permission group can now access the document folder based on the permissions you have assigned.

Users with limited permissions may not be able to view or manage all document folders. 
If access options are unavailable, review the user’s permission group or contact your system administrator.

Additional information

• System administrators automatically have access to all newly created document folders.

• Folder permissions must be explicitly enabled for each permission group that requires access.

• Folder visibility on employee profiles is controlled entirely by permission settings.