When you upload a document to a specific employee, only that person can see it in Self Service in their Document Library, rather than sharing it with everyone.
This is especially useful for personal or role-specific files like contracts, passports, visas, or other individual paperwork, so you’re not cluttering everyone’s library with documents that only apply to one person.
It also helps you store everything on the employee’s record in one place, reducing paper files and making it easier to find later.
Ways of adding documents on the system
There are two options when adding documents on the system:
Uploading a document to all of the employees in the system, which will show for everyone in Self Service then you select Document Library.
Uploading a document to only one specific employee, which will show for them in Self Service then you select Document Library.
📌 Note: The system does not currently include any features to upload documents to a certain group of employees instead of all employees.
Create the document folder
To create the document folder, follow the steps below:
Click Setup and click Content.
Select Documents and then select Employment.
Click Add Folder.
Enter the name of the folder in the Description field and click Save.
Click the folder you have just created then click Add Document Group.
Enter the name of the group in the Description field.
Click the Can View and Can Edit tabs and select the roles which will need to view or edit this document group.
Click Save.
Add the document to an individual employee
To add the document to an individual employee, follow the steps below :
Go to the employee's profile using the organisation search
and click Documents.Select Docs from the menu on the right and click Document Upload.
Enter the name of the document in the Description field.
Click the Upload To dropdown and select either Person or This Employment.
If the user has several employments, selecting Person will upload the document to all of the employee's employments.
Selecting This Employment will only upload it to the currently selected employment.
Select an option from the Type dropdown.
Check the Show in Self Service box if you want this document to be available for the user in Self Service.
Click Upload Document and upload your file.
Click Save.
📌 Note: The list of document types in the Type dropdown is hardcoded into the system and cannot be edited or added to.
Permission needed
To view the Documents menu on an employee's profile and add documents for them you will need the permission Employment Documents permission which can be added for you by your manager or any system owner.