Team documents
A manager doesn't run their team's folders: that takes the documents permission. What you see, and how someone with the permission uploads documents.
Being someone’s manager doesn’t give you access to their documents. Personal folders (contracts, payslips, certificates) are handled by whoever holds the documents permission, and that permission covers the whole company, not a team.
Before you start
Who can do this. The Documents area in the menu, with every employee’s folders, belongs to whoever holds the documents permission: by default, the administrator and the HR role. The default Manager role doesn’t have it, and that’s no oversight: with it, a manager could open the payslips of people outside their team. If your company has given you that permission in a custom role, you see and manage documents for the whole company (within the sub-companies assigned to you), not just your team.
If you are a manager without that permission, what’s yours is in My documents: your own documents and, under Company policies, what the company publishes in its library. Documents published with Managers only visibility show up for you because someone reports to you. To get a document to someone on your team, ask HR.
The rest of this article is for whoever holds the documents permission.
Uploading a document for someone
- Open Documents and go to the Document upload tab.
- Choose To an employee.
- Pick the Employee, the destination Folder and the File.
- If the person needs to read it, tick Mandatory reading. If they need to sign it, tick Signature required.
- Select Upload. You’ll see Document uploaded.
The area has four tabs: Folders, Document upload, Library and Signatures. The last one only appears if you also hold the signatures permission.
What notifies the person and what doesn’t
A single upload notifies: the person gets an inbox notification about a new document or, if you ticked Mandatory reading, one saying they have a document to read and confirm. If you ticked Signature required, a signature request opens instead and reaches them as such: see Requesting signatures.
Bulk uploads don't notify anyone
Bulk import (a ZIP with a CSV) and Distribute payslips (one PDF with every payslip, split by tax ID into each person’s folder) save the documents without sending any notification. If the person needs to know, tell them yourself. Both options also require a separate permission, the documents settings one, which the default HR role doesn’t have. Details are in Documents: library, folders and import.
What happens next
The document stays in the person’s folder, and they see it in their documents. Whoever holds the documents permission can preview and download it, and every time someone opens a document that isn’t theirs, the audit log records who, when and which document.
A document can be removed with Delete. Its owner and whoever holds the documents permission can do it.
If something goes wrong
I don’t see Documents in the menu. You don’t hold the documents permission. As a manager, what’s yours is in My documents. If you need to handle other people’s documents, ask an administrator for the permission: see Roles and permissions.
I can see documents for people outside my team. The documents permission is company-wide, not team-wide. That is by design.
The person says they got no notification. If the document came in through a bulk import or the payslip split, nobody is notified. Tell them yourself.
Bulk import or Distribute payslips gives me an error. Both options always show in Document upload, but they require the documents settings permission, which is separate from the documents one. Ask an administrator.
What the other side sees
The same feature, from the other side:
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