My documents
Your personal folders, company policies, what is waiting for you to read or sign, and how to upload a file, with the 50 MB limit.
My documents, in the side menu, is your employee file: what your company shares with you, what you still have to read or sign, and what you upload yourself.
What’s on the screen
At the top there are two counters: Mandatory reading (documents you have to confirm you’ve read) and Signature required (documents waiting for your signature). Select either one to see only those documents.
Below them are Your folders. The system folders are:
- Pay stubs: your payslips. Here’s how your payslips arrive.
- Contracts: your contract, its annexes, and the handover contracts for equipment you’re given.
- Certificates: company certificates.
- Time off: the supporting documents you attach to your time-off requests.
- Other: anything that doesn’t fit the others, plus the copy of documents sent to you for signature.
Your company can create its own folders, so you may see a few more.
Next come Company policies, what your company publishes for staff (handbooks, the vacation policy, protocols), and Recent documents, with a View all button that opens All my documents: every file from every folder in a single list.
Viewing and downloading
- Open My documents and select Open on the folder you want.
- Filter if you need to with All, This year or Last year, or search by name.
- On the document’s row, use Preview to view it without leaving Orquiva or Download to save it.
Inside a folder, Download all downloads every file in it at once.
Reading and signing what you’re asked to
When something is waiting for you, two more filters appear in the folder: To read and To sign.
- Mandatory reading. Read it and select Mark as read on its row. In Company policies, mandatory ones are confirmed with I have read this document.
- Signature. The document carries the Pending signature tag. Select it to open the signing panel. The full process is in how to sign a document.
Uploading a document
When your company asks you for a document (your ID, a degree certificate, a doctor’s note), you upload it yourself.
- Select Upload document, or Upload to this folder if you’re already inside one.
- Drag the file in or click to choose it.
- Choose the Target folder. You can’t upload without one.
- If you like, add a Deadline (optional) and a Justification (optional) to give HR some context.
- Select Upload document.
The picker offers PDF, Word (.doc and .docx), Excel (.xlsx), CSV and JPG or PNG photos. Orquiva accepts up to 50 MB per file. HEIC and WEBP photos, which some phones take by default, aren’t accepted: convert them to JPG or PDF first.
What happens next
The file is saved in the folder you chose and you get the «Document uploaded» notice in your inbox.
That notice only confirms the file was saved. Uploading a document doesn’t start any review or approval. If you expected someone to check it, tell HR.
You can’t delete what you upload from your screen. If you upload the wrong file, upload the right one and ask HR to remove the other.
Not everyone sees the same company policies
Each company document has its own visibility: all staff, managers only, or one department. If you’re missing something other people can see, that’s why. Ask HR for it.
If something goes wrong
I can’t find a payslip or a contract. Use View all and search by name in All my documents, so you don’t depend on picking the right folder. If it isn’t there, it hasn’t been uploaded yet; ask HR.
I can’t upload a file. Check that you’ve chosen a Target folder, that it’s under 50 MB and that the format is one of the accepted ones. A HEIC or WEBP photo won’t go through: convert it.
I uploaded the document and nothing happened. The «Document uploaded» notice only confirms it was saved. If you need someone to review it, let HR know.
I uploaded the wrong file. Upload the right one and ask HR to remove the old one. You don’t have a button to remove it.
I have questions about who can see my documents. Read Your data privacy. If the problem is with Orquiva, contact us.
Related articles
- Signing documentsDocuments to sign arrive in My documents: how to sign or reject, what happens with several signers, when a request expires and where the certificate is.
- Your payslipsYour payslips are in My documents, Pay stubs folder. How they're distributed by tax ID (NIF), why there isn't always a notice, and what the Salary page shows.
- Your data privacyWhat Orquiva stores about you, who sees it (coworkers, manager, HR), what you can correct yourself, and why your company is responsible for your data.
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