Import documents for your employees to view, read, sign and keep on file in a singular location. Save time and import sets of documents into Docs all at once.
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Using this method, you can efficiently upload several documents, such as Codes of Conduct and certificates that will be automatically distributed to the relevant employee’s or employees’ Docs folder.
How to import documents in bulk
Step 1: How to prepare your files and folders for import
To upload documents in bulk, you’ll first need to label your files and folders with identifiers to help associate each file with the correct employee(s).
- Identify the type of import you’d like to do.
Example: Method 1: Single folder import
Tip: 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.
Example: Payslips are named using employee IDs.Example: Method 2: Multiple folder import
Tip: Use this option to import multiple folders. 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.
Example: Folders are named using an identifier (here: email address), while the file names within remain unchanged.
- Name each file or folder with at least one of the following identifiers in the file or folder name. You'll need to use the same identifier consistently across your files or folders.
- Email address
- Employee ID
- Full name
Note: This is from the calculated Full name field, and if not written correctly in the file name, employee folders will not be imported correctly.
- Compress your files or folders into a .zip folder. The .zip folder may have any name.
Tip: Need help with compressing files? Learn how to zip files and folders for Microsoft OS and Mac OS. If you are working on Windows and your file names contain special characters outside the Latin alphabet, we recommend using a tool that zips in UTF-8.
Step 2: How to import documents
- From the left menu, select Settings > Import.
- From the Upload documents section, click Upload .zip.
Choose your upload method:
- Click Upload data file to select your file, then click Done.
- Drag and drop your file to upload your completed spreadsheet, then click Done.
- Select from your uploaded files to upload an existing file from the Import drive, then click Continue.
- Click Done when the upload is complete.
- Select the folder where the file will be saved for each employee in the dropdown menu.
- From the matching method dropdown menus, select the name, matching criteria, and identifier according to the type of import you chose when you prepared the files or folders.
- An Email identifier can be used with any middle dropdown option (i.e., Exactly match, Contains, or Contains in Any Order).
- The Full name identifier can be used with the Exactly match or Contains.
- Employee ID in Company as the identifier can only be used with the Exactly match middle dropdown option.
Tip: Use the Employee ID or Email identifier because you may have people with the same name.
- Click Import.
You will see a notification at the top of your screen verifying that your doc import is processing. If files were not imported correctly, you would be notified via email.
Step 3: How to set Docs permissions
Ensure that Admins and those responsible for importing docs in bulk have permission to import Docs and Employees have permission to view the docs folders you are importing to.
- From the left menu, select Settings > Permission groups.
- Select the group you'd like to manage that includes the employees to who you would like to provide permissions to view or manage the configured docs folders.
Tip: This may be Managers, All people - own data, or a custom permission group you created.
- Click Edit permissions.
- From the Features tab, select People > Employees.
- Mark or unmark the checkboxes to enable or disable Create and manage employees through the 'bulk import' function and Manage employees folders: create, edit or delete employees folders.
- From the People’s data tab, select Docs, then the folder(s) for which you wish to manage the permissions.
- Mark or unmark the checkbox to enable or disable View, Upload, Edit tags, and Delete selected employees' docs in the folder.
- Click Save when you're finished adding or removing permissions, then click Apply after reviewing the summary of changes.
How do I add a folder in addition to the Shared folder and Confidential folder for each employee?
You can add and manage the folder where the file will be saved in Settings > Docs > Employee Folders.
How do I import documents for employee names with special characters?
While a large range of special characters is supported, if employee names are not exactly the same, in the import folder and on the platform, they may not be recognized and matched correctly.
To avoid this, use the special characters table:
|Language||Special character Employee name
|Can’t be replaced by
(In import folder)
|Can be replaced by
(In import folder)
|Danish, Norwegian||ø||oe||o, ø|
|Danish, Norwegian||æ||ae||a, æ|
|Danish, Swedish, Norwegian||å||aa||a, å|
|Swedish, German, French||ö||oe||o, ö|
|Swedish, German||ä||ae||a, ä|
|German, Spanish, French||ü||ue||ü, u|
If you’ve come across any other special character errors that aren’t in the table, contact Customer Support.