Documents: library, folders and import
Company › Documents: folders, uploading to one person, ZIP import, splitting payslips by tax ID, the company library and who gets notified of what.
Document management lives on one screen with four tabs: Folders, Document upload, Library and Signatures.
CompanyDocumentsBefore you start
The administrator can open it, and so can anyone with the documents permission. The screen is on every plan, and so is electronic signature. Each file can be up to 50 MB. PDF, Word, Excel, PowerPoint, TXT, CSV, ZIP, RAR, 7z, images (JPG, PNG, GIF, BMP) and the usual audio and video formats are accepted, and every file is virus-scanned.
Organizing folders
The Folders tab shows the company’s folders. Inside each one, every person has their own space.
- Click New folder. Create organization folder opens.
- Fill in Folder name and Code, and pick an Icon, the Visibility and, if you want, a Description (optional).
- Click Create folder.
- To reorder, edit or delete, click Organize folders and drag the cards.
Organize folders only shows for the administrator and for anyone with the folders permission. System folders, such as the payslip or contract folders, carry the System folder (not editable) mark.
A folder’s visibility is only a label today: it doesn’t change who sees the files. Each person sees every document in their space, whatever the folder.
Deleting a folder that has documents
Orquiva makes you choose: Move the contents to another folder or Delete the folder and all its files. The second one deletes the files permanently.
Uploading a document to one person
- Click Upload documents, or open Document upload and choose To an employee.
- Choose the Employee, the Folder and the File.
- Check Mandatory reading if the person must confirm they’ve read it, or Signature required if they have to sign it.
- Click Upload.
If you upload from a person’s folder, you land on the same form with that person already chosen.
Importing many documents with a ZIP
The rule is the file name: each file in the ZIP goes to the person whose email appears in its name (for example, contract-ana.lopez@company.com.pdf).
- In Document upload, choose Bulk import.
- Drop in the ZIP (up to 200 MB and 2,000 files).
- Choose the Destination folder and check Overwrite if it already exists if you want to replace files with the same name.
- Click Import as batch.
Orquiva takes you to the batch detail, under Document batches: each file, the person, its status and the error message if it failed.
Distributing the payroll bureau’s payslips
- In Document upload, choose Distribute payslips.
- Upload the Payslip PDF and choose the Month.
- Check the preview: which pages will be saved and for whom.
- Click the distribute button.
Each payslip goes to that person’s Pay stubs folder, matched by the tax ID (NIF) printed on the page. A page with no tax ID is joined to the payslip before it. A tax ID that belongs to nobody is listed and not saved. The tax ID has to be on the employee record, in the NIF field of the Personal data tab. It’s also recognized when printed with dots (12.345.678-Z), and so is the old seven-digit DNI.
If your access is limited to one sub-company, only the people you can see are matched: the page of someone in another sub-company shows as unknown and isn’t saved. Distributing the same PDF again (after a network error or a second click) doesn’t create copies: whatever is already in the folder is left as it is.
Bulk import and Distribute payslips only show for the administrator and for anyone with the bulk document import permission.
The company library
Library is where you publish what the whole workforce should have to hand: the handbook, policies, protocols. Click Upload document and choose the Document type and the Visibility: All employees, Managers only (anyone with someone reporting to them) or By department. Here visibility is enforced. With Compulsory reading, the list shows how many people have read it. Employees find it in My documents.
What happens next
| How you upload | What the person gets |
|---|---|
| To an employee | A notice in their inbox. With Signature required, the notice is the signature request. |
| Bulk import | No notice. |
| Distribute payslips | No notice. |
The Signatures tab takes you to signature requests: Requesting signatures.
If something goes wrong
I bulk-uploaded documents and nobody noticed. The import and the payslip split don’t notify anyone. If someone needs to know, upload it to them with To an employee.
The import left files out. Open the batch: the message says what failed. Most often the file name has no email in it, or the email doesn’t belong to anyone in the company.
A payslip shows as won’t be saved. The tax ID on that page isn’t on any employee record, isn’t recognized or belongs to someone in a sub-company you can’t see. Fix the NIF in Personal data and upload the PDF again; if it’s another sub-company’s, have whoever manages it distribute it.
I set a folder to private and an employee still sees its files. Folder visibility doesn’t restrict anything. If a person mustn’t see a document, don’t upload it to their space.
I don’t see Organize folders. You need to be an administrator or have the folders permission.
What the other side sees
The same feature, from the other side:
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