Documents

An overview of how to manage documents in the employee profile – from uploading to visibility and permission control.

Uploading Documents

You can upload documents either individually or via drag & drop – the latter allows multiple files at once. If an error occurs during upload, the problematic documents will be marked accordingly.

Upload by Employees

Employees are allowed to upload documents to their own profile. For security reasons, however, they cannot delete them themselves.

Note

All uploads by employees are revision-proof: once uploaded, only an authorized admin can delete them.

Technical Limitations

• Maximum file size: 10 MB per file
• Number of documents: unlimited
• Allowed file formats:
  • PDF: .pdf – Standard for document exchange and printing.
  • Word Documents: .doc, .docx – Common formats for text documents.
  • Excel Sheets: .xls, .xlsx – For managing data and tables.
  • PowerPoint Presentations: .ppt, .pptx – For presentations.
  • Text Files: .txt – Simple text format for basic content.
  • ODF: .odt, .ods, .odp – OpenDocument formats for text documents, spreadsheets, and presentations.
  • JPEG: .jpg, .jpeg – Widely used image format.
  • PNG: .png – Popular for images with transparency.
  • GIF: .gif – Supports animations.
  • SVG: .svg – Scalable vector graphics for icons or diagrams.
  • ZIP: .zip – Common format for compressed files.
  • RAR: .rar – Another compressed file format.
  • 7z: .7z – Compressed format with better compression ratio than ZIP.
  • CSV: .csv – Text file for tabular data (commonly used for imports/exports).
  • JSON: .json – Commonly used for data exchange or configuration files.
  • XML: .xml – Similar to JSON, used for data representation.

Caution

Other file formats will be rejected during upload.

Visibility and Permissions

If you upload documents in other people’s profiles (e.g., as an admin), a toggle option for visibility appears:

• If enabled, the affected person can see and download the document.
• If disabled, the document remains invisible to them.

Sensitive Documents

You can mark a document as sensitive. Special access rights apply:

• Reading, editing, and deleting are only possible with the appropriate permissions.
• Typical use case: payslips – visible to employees and HR, but not to team leads.

Tip

Use the sensitive marking for all personal or confidential content.

Searching Documents

You can search for documents in the employee profile:

• Search by file name or extensions (e.g., “.pdf”)
• All matching files in the profile will be displayed

Automatic Upload from Contracts

When a contract is created in the system and enters the signature process, the system automatically generates a PDF. This is added to the documents section in the corresponding profile.

Note

This ensures signed contracts are always centrally accessible.