Save time and import sets of documents into Docs in bulk. Using this method, you can efficiently upload several documents like payslips and certificates that will be automatically distributed to the relevant employees’ Docs folder.

In this article we’ll cover

  1. Preparing your files/folders for import
  2. Importing the files/folders into bob

How to import docs to bob in bulk

Step 1: Preparing your files and folders

To upload documents in bulk, you’ll first need to label your files and folders with identifiers to help bob associate each file with the correct employee(s).

Start by choosing between one of the two uploading methods:

  • Single folder with multiple files inside, or
  • Multiple folders with one or more files inside

Each of the above options has its own benefits and requires a different set up method. See the requirements for each below.

Method 1: Single folder import

Use this option to import a set of files housed in one folder. Each file will use an identifier to be delivered to the right person.

  1. Verify that each of the files includes one of the following identifiers in their names:
  • Email address
  • First and last name
  • Employee ID

Your files may already include one of these identifiers, as is often the case with pay slips from an external service provider, for example.

2. If your files do not use one of the above naming conventions, rename them accordingly

Note: you’ll need to use the same identifier consistently across your files.

Example: payslips named using employee IDs

Method 2: Multiple folder import

Use this option to import multiple folders into bob. Each folder will be delivered to one person using the naming convention described. The folders will serve as a vehicle to import the data, and the original file names will be retained.

  1. Verify that each folder includes one of the following identifiers in its name:
  • Email address
  • First and last name
  • Employee ID

2. If the folder names do not already include one of the above identifiers, rename accordingly

Note: you’ll need to use the same identifier consistently across your folders.

Example: folders named using a bob identifier (here: email address), while the file names within remain unchanged.

Creating a zip folder

Once your files or folders are named according to the required naming conventions, you’ll need to compress them into a .zip. The .zip folder may have any name.

Need help with compressing files? See these instructions on how to zip files and folders for Microsoft OS and Mac OS.

Step 2: Importing your Files

Now that you’ve got your .zip ready, you can import your documents into bob.

  1. Click on People in the side menu
  2. Press Import in the sub-menu
  3. Click on Employee Documents Import followed by Import Documents
  4. Drag and drop or click on the window to select your .zip file and click on upload
  5. Click Select in the new window that appears to choose the target folder location in bob
  6. Next, select which name matching method bob should use to distribute the documents. These are influenced by the way you’ve named your files or folders

a. Choose between file or folder name

i. File name (Method 1): select this option if you are importing a single folder with files that incorporate the bob naming conventions described above

ii. Folder name (Method 2): select this option if you are importing several folders whose names incorporate the bob naming conventions described above

b. In the next two fields you will let bob know how you named your files or folders.

i. If your file or folder names are composed of only an identifier, select exactly match

ii. If your file or folder names incorporate and begin with an identifier along with additional characters, select contain

iii. If your file or folder names incorporate the identifier somewhere in the title, select contain in any order the people’s email, full name, or employee ID

7. Once you’ve made your selections, click Import

You will now see a notification at the top of your screen verifying that your doc import is processing.

Note: in the case there are any files that have not imported correctly, you will be notified via email.

Step 3: Permissions Setup

Admin and Manager Bulk Import Permissions

  1. Navigate to Settings and click on Roles & Permissions
  2. Click Manage Group on the permission group that includes the employees
  3. Go to the Other Employees tab and click the following group permissions to enable them
    - Under People, select Employees, and enable the "Create and manage employees through the 'bulk import' function" permission
    - Under Docs, go to Employee Folder, and enable the "Manage employees folders: create, edit or delete employee folders" permission
  4. Click Save Changes

Employees Viewing Permissions

To assure that your employees have permission to view the docs folders you are importing to, follow these steps:

  1. Navigate to Settings and click on Roles & Permissions
  2. Click Manage Group on the permission group that includes the employees who you would like to provide permissions to view or manage the configured docs folders
  3. Go to the Other Employees tab and click on Docs and look for the folder that you'd like your group members to view or manage
  4. Verify the group has permission to view the folder and its contents

And you’re done!

Need more help? If you're unsure about anything please send us a message through the chat icon below.

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