Docs
Sign in

Employee documents

Attach offer letters, contracts, résumés and other HR paperwork to the employee they concern.

Employee documents keep offer letters, contracts, résumés and other HR paperwork on the record of the person they’re about. A contract filed under the employee is easy to find later; one in a shared folder often isn’t.

How it works#

An employee document is an ordinary file in Files, attached to an employee record with a document type. Uploading from the employee record does both steps at once: the file is stored in Files and attached to the person. The document types are:

  • Offer letter
  • Contract
  • Resume
  • Performance review attachment
  • Other

Who can use it#

Permissions

employee.view_sensitiveemployee.manage
Listing a person’s documents needs employee.view_sensitive. Uploading and removing documents needs employee.manage. Uploading also stores the file in Files, so your role needs to be able to upload files.

Access is recorded

Opening an employee’s documents is recorded in the audit trail, so you can later see who looked at them and when.

Upload a document#

  1. Open the employee record

    Go to People, click the person, and find Documents.

  2. Choose the document type

    Pick the type from the dropdown next to the Upload button. It starts on other. Choose the type before uploading, because it can’t be changed afterwards.

  3. Click Upload and pick the file

    The file uploads and appears in the list with its name and a type badge.

The same file can’t be attached to the same person twice.

Download or remove a document#

  • Click the download icon on a row to open the file. Downloading goes through Files, so you need access to the file itself.
  • To remove a document, hover over its row and click the bin icon. This removes the attachment from the employee record; the file itself stays in Files.

Limitations#

  • Attaching a document doesn’t share the file with anyone. Who can open the file is decided by its permissions in Files.
  • There’s no separate “my documents” page for employees. The Documents section is on the employee record.
  • You can’t attach a file that’s already in Files. Upload it from the employee record.

FAQ#

I can see a document in the list but can’t open it.
The list is controlled by People permissions; the file is controlled by Files permissions. Ask whoever uploaded it to share the file with you.
Why don’t I see the Documents section?
If you can’t manage employees and the person has no documents, the section is hidden.
Does removing a document delete the file?
No. It only removes the link to the employee record. Delete the file in Files if you need it gone.

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.