People Resources

Files

Zoho People's Files module lets you share and safekeep your personnel and company files online in one central place. It makes it easier for you to 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

File Cabinet has 2 divisions: Company Files and HR Files. Click the links below to learn more.

Company Files

Company Files enables you to 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.

How to add a file

  1. Log in as Admin.
  2. Go to 'Files' tab at the top of the page.
  3. Go to 'Company Files' and click 'Add File'.
  4. Grant view permission to the whole company or only for a specific location.
  5. Click 'Browse' and locate the file from your computer.
  6. Name the file and add a description.
  7. Select already existing category from the drop down list or add a new category by clicking the + icon.
  8. Check 'Notify through email' if you want to be notified.
  9. Click 'Update'.

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 2 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.

How to add a file

  1. Log in as Admin.
  2. Go to 'Files' tab at the top of the page.
  3. Go to 'HR Files' and click 'Shared to Me'.
  4. Click 'Add File'.
  5. Grant view permission to individuals or any role-based employees.
  6. The options, 'Is Confidential' and 'Share this to Reporting Manager' helps you to restrict access to employees from viewing the file.
  7. If you select 'Is Confidential' option, the file will be not be visible to both employee and the manager but, will be stored in the database for HR use.
  8. If you select both the options, the file will be visible only to the 'Reporting Manager' of the employee under 'Subordinates Files' tab.
  9. If none are selected, the file will be visible to the employee under 'File Shared To Me'.
  10. Click 'Browse' and locate the file from your computer.
  11. Name the file and add a description.
  12. Select already existing category from the drop down list or add a new category by clicking the + icon.
  13. Check 'Notify through email' if you want to be notified.
  14. Click 'Update'.

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 file

  1. Log in as Admin.
  2. Go to 'Files' tab at the top of the page.
  3. Go to 'HR Files' and click 'Subordinate Files'.
  4. Click 'Add File'.
  5. Grant view permission to individuals or any role-based employees.
  6. The options, 'Is Confidential' and 'Share this to Reporting Manager' helps you to restrict access to employees from viewing the file.
  7. If you select 'Is Confidential' option, the file will be not be visible to both employee and the manager but, will be stored in the database for HR use.
  8. If you select both the options, the file will be visible only to the 'Reporting Manager' of the employee under 'Subordinates Files' tab.
  9. If none are selected, the file will be visible to the employee under 'File Shared To Me'.
  10. Click 'Browse' and locate the file from your computer.
  11. Name the file and add a description.
  12. Select already existing category from the drop down list or add a new category by clicking the + icon.
  13. Check the box 'Notify through email' if you want to be notified.
  14. Click 'Update'.

Settings

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.

How to add and edit a category

  1. Log in as Administrator.
  2. Go to 'Files tab' and then click Settings.
  3. Go to Category.
  4. Click 'Add Category'
  5. Type in the Category name and click 'Submit.
  6. To edit a category, click the Edit (pencil) icon.
  7. Rename the category and click 'Save'.

Note:

  • In order to delete a category, you need to first delete the file that is associated with the category. Only then you can delete it.

IP Restrictions

Files can be added only by the administrator. Since few files like performance evaluation form, payroll records, contract agreements, legal documents etc., are confidential files, you can restrict employees from viewing those files outside the specific IP range by setting up IP restriction for your organization. Please click this link to configure IP Restrictions.

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