In TalentHR, you can organize employee documents into folders with custom visibility settings. This makes it easier to control who has access to which types of documents.
To create a new folder for employee documents:
1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings (1).
2. Click People (2).
3. Select the Documents structure (3) tab.
4. Here you can see and manage existing employee folders, and create new ones. To create a new folder, click Add folder (4).
5. In the pop-up that appears, type a Name (5) for the folder.
6. Choose who the folder will be Visible to (6) from the dropdown. The options are:
- Employee & their manager & HR Managers: Everyone will be able to see the folder, including the employee themselves and their manager.
- The manager & HR Managers: The employee won’t be able to see this folder under their profile. However, their manager as well as any HR Managers/Admin(s) will still see the folder as well as any relevant documents.
- Employee & HR Managers: The employees’ managers won’t be able to see this folder under their employee’s profile. The employee will have full visibility and access to the folder, as well as any included documents. As always, HR Managers and the Admin(s) will have access too.
- HR Managers: Select the HR Managers option if you wish this folder to be visible to the Admin(s) and HR Managers only.
| Note: The Admin(s) can see everything. |
7. Click Save (7).
Your new folder is added to the list, and will be available when uploading documents to employee profiles (8).
| Note: To add a new document within a particular folder under your employee's profile, just click on the folder name before you upload. Otherwise, simply drag and drop uploaded documents into folders as needed. |
| Note: Each employee’s folder is unique. Adding a document to one employee’s folder will not add it to others with the same folder name. |
Managing existing folders
To edit or delete a folder:
1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings (1).
2. Click People (2).
3. Select the Documents structure (3) tab.
4. To edit a folder (in terms of name or visibility), click the pencil (4) icon.
5. To delete a folder, click the trash (5) icon.
| Note: Deleting a folder will remove it from all employee profiles, but it will not delete any documents stored inside. |
That’s it! You're now ready to structure your employee documents in a way that keeps your data organized and access-controlled.