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Employee Documents - Upload via an import - Multiple documents of the same document type

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Have you read: Overview of the different ways to upload or import Employee Documents?
Important note:

To use this method of import, you will need to have Employee ID's recorded against each Employee Record. The name of each document in your zip file document must include the Employee's ID.

This article covers:
  • Zip Files - Preparing the documents for upload
  • How to create a ZIP file
  • Uploading the ZIP file

 

Zip Files - Preparing the documents for upload

1. enableHR allows for you to upload a set of same type documents through the use of a zip file. The following requirements must be met:

  • The Employee ID/Payroll number for each employee must already be recorded within enableHR;
  • Each file name for each employee document must contain their Employee ID/Payroll number;
  • The Employee ID/Payroll number must be saved as one ‘word’, however it can be saved at any point throughout file name; and
  • The zip file must contain the same document type.

For example, if the document is an employment contract for Employee ID #1234, the document file name should read something like this “1234_EmploymentContract_CalvinKlein2012.pdf

Please see the What is a Candidate / Employee / Contractor ID number? article for more detailed information.

 

2. When performing the upload, you are required to select the document type that you are uploading. The upload process will then make the assumption (based off your selection) that all documents in the zip file are the same type.

For example, if you were wanting to upload performance reviews and employment contracts to employee files - all performance reviews are to be uploaded in one zip file and employment contracts should be uploaded in a separate zip file.

 

How to create a ZIP file

1. Create a folder and copy the relevant documents into that folder. This will help you organise the files you intend to upload into one location.

 

2. Highlight all the files you intend to bulk upload and then right click to select “Send to”’ and then select “Compressed (zipped) folder”.

 

3. The ZIP file has been created and will look similar to the example below.

Uploading the ZIP file

1. Click on the Actions drop down located on the top right hand corner of the screen and then click on Bulk Upload.


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2. After clicking the Bulk Upload button, you should see the below screen. Remember that the following requirements must be met to ensure the successful upload of documents via zip file:

  • The Employee ID/Payroll number for each employee must already be recorded within enableHR;
  • Each file name for each employee document must contain their Employee ID/Payroll number;
  • The Employee ID/Payroll number must be saved as one ‘word’, however it can be saved at any point in the file name; and
  • The zip file must contain the same document type.

3. Select the document type.

4. Select the version type.

5. Enter your email address which will receive a notification when the upload process is complete.

6. Select the ZIP file to be uploaded.

 

7. The documents should now appear under each employee record.

 

 

 

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