Accessing and managing company files

Company files work as a centralized repository for all your company-related documents and other file types that you need to share with your employees, such as:

• Guides
• Policies
• Branding stuff
• Office floor plans, etc.

🔒 New hires will have access to company files once their onboarding is complete (if you use onboarding features) and they are invited to the account.

Accessing company files

Every user with access to Workable HR can visit the Files tab under the main navigation bar.

📌 HR admins have full access to all company folders and files, while standard access members can only view folders and files according to the permissions set by HR admins.

On the left side, there is a list of the folders that each user can access. Under' All company files, ' you can see all your files at once and search or filter for the ones you need.

Managing company files

Only HR Admins can organize and manage company folders and files.

File folders

Organizing files in folders will enable you to restrict or provide access to specific departments, entities, or individual employees if needed. Each folder can contain unlimited files.

Create a new folder

1. As an HR Admin, click Create new folder at the bottom of the folder navigation list
   
2. Type the folder name
3. Set the access rights for this folder by choosing between:
   • All employees: All users with access to the Employee Management features will be able to access this folder and the files uploaded in it.
   • Custom: HR Admins can choose which departments/entities/specific employees will be able to access this folder and the files uploaded in it.

Manage a folder

HR Admins can manage existing folders from the three dots menu of each folder. Available actions will be:

• Edit
• Archive

Archived folders are moved to the 'Archived' section at the bottom of the folder navigation menu (visible only to HR Admins). Available actions for archived folders will be:

• Restore
• Delete (permanently)

Files

Files will contain labels/tags to personalize them. You will have the option to search for files by name as well as filter them by file tags.

Upload a file

1. As an HR Admin, click Upload file in the top right of the folder view
2. Type the file name; up to 70 characters
3. Upload the file; accepted files up to 10 MB and of types: .pdf, .ppt, .pptx, .doc, .docx, .xls, .xlsx, .png, .jpg, .jpeg
4. Add one or more file tags; these will be used for easy and intuitive filtering in all files related views.

Manage a file

HR Admins can manage existing files from the three dots menu of each file. Available actions will be:

• Edit
• Move; from one folder to another
• Archive

Archived files are moved to the 'Archived' section at the bottom of the folder navigation menu (visible only to HR Admins). Available actions for archived folders will be:

• Restore: if the file was archived together with the folder it belonged to, then the restore action will require the user to select a new folder for the file to be restored. 
   
• Delete (permanently); non-reversible action

Tracking e-signature progress

The Files page also includes a hub for tracking e-signature documents. It lists every non-archived document template that's eligible for e-signature, not only the ones that have already been used, along with the count of pending requests and the date each template was last requested.

Document templates list

For each document template, select the three dots menu to:

• View details: opens the list of employees eligible for e-signature (permission: View and download e-signatures)
• Preview template: opens a preview of the template (permission: View and download e-signatures)
• Edit template: opens the template in edit mode under settings (permission: manage e-signature templates

Sort the list by name, pending requests, or last requested date using the column headers, and filter it by document tags, departments, or entities. Filtering works the same way as in the Document templates settings page: when you apply a department or entity filter, only documents compatible with employees in that combination are listed.

Document template details

Select a document template's row, or choose View details from its contextual menu, to see the details of that template. This view lists every employee who's eligible to sign the document based on the segmentation set up on the template, including inactive employees if you have access to inactive employee profiles (so you can still download any documents they've already completed).

At the top, you'll find four stats for the template:

• Overall progress: the percentage of documents completed against all eligible employees
• Pending: requests that haven't been signed by any signer yet, or are only partially signed when there's more than one signer
• Completed: requests that are fully signed
• Total eligible employees: the count of employees who satisfy the document's segmentation

Sort the employee list by name, request date, or last modified date, and filter it by department, entity, document status, or request date range. You can also search by employee name, in parallel with any filters applied.

Each employee's row shows their latest requested document and, depending on its status, the related actions available from the contextual menu:

• Request e-signature: creates a new request regardless of the current document status. Previous requests aren't discarded and remain available in the employee's profile under Files > E-signatures. (permission: Request e-signature)
• Send reminder: sends a reminder to the next pending signer. Only available for pending and in-progress documents. (permission: Request e-signature)
• Download: opens or downloads a completed document. (permission: View and download e-signatures)
• Remove: removes the currently visible document, falling back to any earlier request or to a "Not requested" state if there isn't one. Available for pending, in-progress, and completed documents. (permission: Request e-signature)

Select an employee's name to go to their profile's Files > E-signatures app, where you can see every version of the document that's been requested for them.

A selection column sits ahead of each employee's name. Select one, several, or all employees to reveal the bulk actions bar, which shows the count of employees eligible for each action next to it.

Requesting e-signatures in bulk

Select Request e-signature in the bulk actions bar to send a new request to every selected employee at once (permission: Request e-signature). Since this takes a few seconds, a progress widget appears at the bottom right of your screen while it runs.

Once the action finishes, open it from the progress widget to see the results drawer. Successful requests appear under Requested, and any that failed appear under Not requested.

Sending reminders in bulk

Select Send reminder in the bulk actions bar to remind the next pending signer of every selected document that's still pending or in progress (permission: Request e-signature). As with the other bulk actions, a progress widget tracks the action while it runs.

Once it's done, the results list the employees who were successfully reminded. Where the person reminded isn't the employee the document belongs to, that signer is listed too.

If a reminder can't be sent, for example because the next pending signer is an employee who's still being onboarded and doesn't yet have access to their Workable inbox and to-dos, that employee appears under the Not reminded tab with the reason why.

You can also send a reminder to a single employee without using the bulk action, either from the contextual menu described above or from the specific document in the employee's profile under Files > E-signatures. Selecting it sends the next pending signer a new inbox item (and an email, Slack, or push notification, based on their notification preferences), and archives their previous notification for that document. The same onboarding limitation applies: an employee who's still being onboarded can't be reminded this way either, and you'll see a message confirming this if you try.

🔎 Want to know what this looks like for the person being reminded? See how employees review and sign documents.

Downloading completed documents in bulk

Select Download in the bulk actions bar to create a single zip file of every selected, completed document and download it to your browser (permission: View and download e-signatures). A progress widget tracks the action while it runs, same as the other bulk actions.

If the bulk actions bar is still visible when the action finishes (you're still on an HRIS screen), the zip file downloads automatically. If you've navigated away, you can retrieve it afterward from the available button.

The zip file is named after the document template and the date it was produced. Inside, each file follows a Template name - Employee name naming pattern.

Any documents that couldn't be downloaded, for example because they include profile information you don't have access to, appear under the Not downloaded tab with the reason why.