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

HR Admins can view an extra category of e-signature documents. The e-signature documents listed here are document templates for which a signature request has been sent for at least one employee. The pending count will include all signature requests that all signers have not yet signed.

Click View stats to view in detail each signature request for the given document template. For example, you can check:

• The overall progress (assigned VS completed signature requests)
• The count of pending and completed signature requests 
• The count of the active employees that the document has been assigned to
• The signature status for each employee (not started, in progress, completed)