All employee documents are available in one place – the Documents page – and in each employee's profile. This article explains how to find, download, move and delete documents, and how to control who can access them.
The Documents page
Go to Documents in the main menu. There are two tabs:
Company – documents of all employees you have access to.
My – your own documents.
The Company tab is shown to people who manage documents: it lists All documents and, when eSignature is set up, the Awaiting signature view.
The My tab now has three tabs, each with a count – Owned (your own documents), To sign (documents waiting for your signature) and Signed (documents you have already signed).
For each document, you'll see its Name, Folder, Person, Signers, Signature type, Status and upload date. Use the All and Awaiting signature views to quickly see documents that are still waiting to be signed.
Search, filter and sort
Use Search to find a document by name.
Click Add filter to filter by Folder, People, Location, Created between or eSignature status.
Click View settings to change the sorting (for example, by upload date) or group documents.
You can also group documents by folder in View settings. Both the Company and My views support search, filters, sorting and grouping. |
Actions for a single document
Click the three-dot icon (⋯) at the end of a row to:
Request eSignature – send the document for signing (or Retry eSignature if a previous request failed or was rejected).
Download – save the file to your computer.
Delete – remove the document.
Depending on the document and your permissions, the ⋯ menu also lets you Sign the document, send a reminder to signers (Nudge) and view the audit trail (Download audit trail). |
Bulk actions
Select several documents using the checkboxes. A panel appears at the bottom of the page where you can Delete, Move to another folder or Download all selected documents. Click ⋯ on the panel to Request eSignature, Retry eSignature or Nudge signers with a reminder.
Documents in an employee profile
Open an employee's profile and go to the Documents tab. Documents are grouped by folder – click a folder to see its files, their eSignature status, who uploaded them and when they were last modified.
Click ⋯ next to a document to Request eSignature, Download, Edit or Delete it.
Access and permissions
Access to documents is managed with roles in Settings → Roles & permissions. Open the role you want to configure.
Company-wide document management
On the Company tab, open the HR section and select Manage employee documents. This lets the role view, manage and request eSignatures for all employee documents in the company.
Access to specific folders
On the People tab, open the Documents section. For each folder, choose what the role can do with documents of the people it covers:
None – no access.
View – can see and download documents.
Edit – can also manage documents in that folder.
✏️ For example, give managers View access to the Certificates folder of their direct reports, but keep Payslips limited to HR and Payroll. |
To let a role create and edit folders and templates, enable the Documents permission in the Settings section of the Company tab.
FAQ
How do I delete a document?
Users with document management permissions can delete documents in two ways: on the Documents page, click ⋯ next to the document and select Delete (or select several documents and click Delete in the bulk panel); or in the employee's profile, open the Documents tab, find the document, click ⋯ and select Delete.
How do I move documents to another folder?
On the Documents page, select the documents and click Move to in the bulk panel, then choose the destination folder.
Why can't someone see a document?
Check the person's role in Settings → Roles & permissions: they need at least View access to the document's folder on the People → Documents tab, or the Manage employee documents permission.