People Resources

Files

Purpose

The zoho people's files module lets you share and keep your personal and company files online in one central and safe place. File cabinet has two divisions: Company files and HR files. You can organize and manage thousands and thousands of company files, in just a single click. You can add various files such as:

  • Employee Resumes
  • Job Offer Letters
  • Appointment Letters
  • Payroll Records
  • Performance Appraisal Evaluations
  • Contract Agreements
  • Emergency Contact Information
  • Disciplinary Action Record
  • Employee Exit Details
  • Employee Benefits such as Insurance/Mediclaim forms and much more!

Benefits of file cabinet

  • Accessible from anywhere
  • Controlled file storing and sharing system
  • No lost records
  • No paper work
  • Great time saver

Company files

Company files lets you store all your company files and documents in one place. You can easily store, manage and organize your files and quickly retrieve them, as and when needed. You can add all kinds of files and documents that are pertaining to your company operations like Terms and Conditions of Employment, Employee Benefits, Company IT policy, etc., and share with your employees around the globe, in just a single click. It makes it easier for employees to access the files any time and they can even save the files for later use.

Add a company file:

  1. Log in as administrator.
  2. Click Files > Company Files > Add File.
  3. Enable File Permission View for Whole Company or Location Based.
  4. Click Browse and select the file to be imported from the computer.
  5. Provide File Name and Description.
  6. Select Category from the drop-down list or add a new category by clicking the +icon.
  7. Enable Notify through email if required.
  8. Click Save.

HR Files

HR files enables you to store all your confidential and personnel files. You can store confidential files and documents such as employee payroll records, company agreement files, legal documents etc., and share only with a specific employee or set of employees who have role permissions in the organization. For example, you can share an employee's performance evaluation record only to his/her direct reporting manager who has business need to access the file. This way, you can protect the privacy and the confidential information of your employees' and company's files. Locating and accessing your files is just a click away.

HR Files has two sub-divisions:

  • Shared to me
  • Subordinate Files

Shared to me

HR staff can add files and documents pertaining to an individual employee like appointment letter, resume, contact information etc., and share it with individuals, separately. This will protect the privacy of employee files.

Add a shared to me file:

  1. Log in as administrator.
  2. Click Files > HR Files > Shared to me > Add File.
  3. Enable File Permission View for Employee Based or Role Based.
  4. Select Employee from the drop-down list and enable Is Confidential and Share this to Reporting Manager helps you to restrict access to employees from viewing the file.
  5. Click Browse and select the file to be imported from the computer.
  6. Provide File Name and Description.
  7. Select Category from the drop-down list or add a new category by clicking the +icon.
  8. Enable Notify through email if required.
  9. Click Save.

Note:

  • If Is Confidential is enabled, the file will be not be visible to both employee and the manager but will be stored in the database for HR use.
  • If you enable both Is Confidential and Share this to Reporting Manager, the file will be visible only to the Reporting Manager of the employee under Subordinates Files.
  • If none are selected, the file will be visible to the employee under File Shared to me.

Subordinate Files

HR staff can share a confidential file of an employee like payroll records, performance evaluation record, warning letters etc., only to his/her direct reporting manager. This will protect the confidentiality of employee files.

How to add a subordinate file:

  1. Log in as administrator.
  2. Click Files > HR Files > Subordinate Files > Add File.
  3. Enable File Permission View for Employee Based or Role Based.
  4. Select Employee from the drop-down list and enable Is Confidential and Share this to Reporting Manager helps you to restrict access to employees from viewing the file.
  5. Click Browse and select the file to be imported from the computer.
  6. Provide File Name and Description.
  7. Select Category from the drop-down list or add a new category by clicking the +icon.
  8. Enable Notify through email if required.
  9. Click Save.

Categories

Categories that are associated with the files and documents will be listed here. You can add a new category or edit an existing category, whenever needed.

Add/Edit/Delete a category:

  1. Log in as administrator.
  2. Click Files > Settings > Category > Add Category.
  3. Provide Category Name and click Submit.
  4. To edit a category, click the edit icon under Actions.
  5. Edit the category and click Save.
  6. To delete a category, the files associated with the category should be deleted and then click delete icon under Actions.

IP restrictions

Files can be added only by the administrator. You can restrict employees from viewing confidential files(performance evaluation form, payroll records, contract agreements, legal documents) outside the specific IP range by setting up IP restriction for your organization. Learn more about IP restrictions.

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