Documents
Updated 21 hours ago
3 min read
Overview
The Documents module allows employees to upload, view, download, and share personal documents. It also provides access to documents shared by HR or colleagues. This section requires an active HR subscription.
Accessing Documents
Navigate to Documents in the sidebar.
Tabs
The documents page is split into two tabs:
| Tab | Description |
|---|---|
| My Documents | Documents you own or that were uploaded for you |
| Shared with Me | Documents shared by HR (company documents) or colleagues |
My Documents
Stats Cards
Four summary cards are displayed:
| Metric | Description |
|---|---|
| Total Documents | Total number of documents |
| Required | Documents marked as required by the organisation |
| Expiring Soon | Documents with upcoming expiry dates |
| Expired | Documents past their expiry date |
Filters
| Filter | Options |
|---|---|
| Type | All Types, Contract, ID, Certificate, Other |
| Status | All Status, Active, Expired, Pending |
Document Grid
Documents are displayed in a card grid (paginated, 12 per page) showing:
| Field | Description |
|---|---|
| Name | Document name |
| Type | Category (Contract, ID, Certificate, Other) |
| Required badge | Shown if the document is marked as required |
| Description | Document description (if provided) |
| File Size | Size of the uploaded file |
| Expiry Date | Highlighted in red if expired, yellow if expiring soon |
| Upload Date | When the document was uploaded |
Document Actions
| Action | Description |
|---|---|
| View | Opens the document in a new browser tab |
| Download | Downloads the document file |
| Share | Opens the sharing modal to grant colleague access |
Uploading a Document
- Click the Upload Document button.
- A modal form appears:
| Field | Required | Description |
|---|---|---|
| Document Name | Yes | Name for the document |
| Document Type | Yes | Contract, ID, Certificate, or Other |
| Description | No | Additional description (max 1000 characters) |
| Expiry Date | No | Document expiration date (must be today or future) |
| File | Yes | The document file to upload |
Supported File Types
PDF, JPG, JPEG, PNG, DOC, DOCX, XLS, XLSX (maximum 10 MB).
- Click Upload Document to save.
Sharing a Document
Granting Access
- Click Share on any document card.
- The sharing modal shows:
- Current people with access (with option to revoke)
- Form to grant new access
| Field | Required | Description |
|---|---|---|
| Colleague | Yes | Select a colleague from the same company |
| Permission | Yes | View only or Download |
| Expires | No | Optional expiration date for the share |
- Click Add access to grant the share.
Revoking Access
In the sharing modal, click Revoke next to any person's name to remove their access immediately.
Shared with Me
Documents shared by HR or colleagues are displayed in a card grid with:
| Field | Description |
|---|---|
| Document Name | Name of the shared document |
| Source | "Company document" or "Shared by [Name]" |
| Permission | View or Download |
| Description | Document description (if provided) |
| File Size | Size of the file |
Actions are limited to the granted permission level:
- View permission: Can only view the document in the browser
- Download permission: Can view and download the document
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