Payroll Documents

The Documents module in Zoho ERP helps you securely store, organize, and manage payroll-related documents for your organization and employees. It acts as a centralized repository for essential files such as policies, letters, agreements, and other payroll documents.

Using this module, you can keep payroll documentation structured, ensure sensitive information is accessible only to the right users, and make important documents available to employees through the Employee Portal when required.

In Zoho ERP, payroll-related documents are categorized into two types:

• Organization Documents: documents related to the entire organization
• Employee Documents: documents specific to individual employees

Organization Documents

The Organization Documents section is used to store files that apply across the organization, such as payroll policies, guidelines, circulars, or internal reference documents.

Create Organization Folder

To create an organization folder:

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Switch to the Organization Documents tab.
• Click + New Folder in the Documents pane.
• Enter a folder name and description.
• Click Save.

You can create multiple organization folders to categorize different types of documents. A folder can be edited or deleted only after removing all documents within it.

Upload Organization Documents

To upload documents to an organization folder:

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Switch to the Organization Documents tab.
• Open the required folder.
• Drag and drop a file, or click Add Documents to upload a file.
• Choose whether the document should be visible in the Employee Portal for all employees.
• Click Save File.

Once uploaded, organization documents can be downloaded, moved, edited, or deleted.

Manage Organization Documents

You can perform the following actions on organization documents:

• Download: Download documents to your device.
• Edit: Update document details or change portal visibility.
• Move: Move documents between organization folders.
• Delete: Remove documents that are no longer required.

Deleted documents are moved to Trash, where they can be restored or permanently deleted.

Employee Documents

The Employee Documents section is used to store files associated with individual employees, such as offer letters, revision letters, or other employee-specific payroll documents.

Create Employee Folders

Before uploading employee documents, you must create folders to organize them.

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Switch to the Employee Documents tab.
• Click + New Folder in the Documents pane.
• Enter a folder name and description.
• Click Save.

Employee folders help maintain consistent document organization across employees. A folder can be deleted only after all documents within it are removed.

Upload Employee Documents

To upload documents to an employee folder:

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Switch to the Employee Documents tab.
• Open the required folder.
• Drag and drop a file, or click Add Documents to upload a file.
• Associate the document with an employee.
• Choose whether the document should be visible to the employee in the Employee Portal.
• Click Save File.

Uploaded employee documents are accessible only to the associated employee when portal visibility is enabled.

Manage Employee Documents

You can perform the following actions on employee documents:

• Download: Download documents to your device.
• Edit: Update document details or change the associated employee.
• Move: Move documents between employee folders.
• Delete: Remove documents that are no longer required.

Deleted documents are moved to Trash, where they can be restored or permanently deleted.

Trash

Deleted documents from both organization and employee folders are moved to Trash.

Restore Documents

To restore deleted documents:

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Click Trash at the bottom left of the Documents pane.
• Select the document.
• Click Restore.

The document will be moved back to its original folder.

Delete Documents Permanently

To permanently delete documents:

• Click Payroll on the left sidebar.
• Click Documents on the top bar.
• Click Trash at the bottom left of the Documents pane.
• Select one or more documents.
• Click Delete and confirm.

Once deleted permanently, documents cannot be recovered.