Lead Documents

The document section acts as a centralised hub for all employee-related documents for efficient management. Its primary function is to facilitate quick access to essential files, including passport, driver’s licence or other government-issued photo ID, tax file number (TFN) declaration form, VEVO (Visa Entitlement Verification Online) and other pertinent documents associated with the employee's profile. Adding folders helps streamline document management, enhances accessibility, and improves overall efficiency in locating and managing files.

To add folders or documents from the Employee Summary page, follow these steps:

Navigate to the main navigation header bar and click on Employees.
You will find a list of all employees. By clicking on an employee, you will be redirected to the Employee Summary page.

Documents are typically organised within a hierarchical folder structure, making it easy to categorise and locate specific files. Folders can be created and labeled based on criteria such as employee name, document type, etc.

To create a folder, navigate to the Documents section and click (+) Add Folder/File.

Recommend Reading: Based on your role access level you will be able to add file/folder. Go through this article, click here: Application Roles and Authorisation.

Enter the Folder Name and click Save. Once the folder is added, click on the three-dot button to add files or folders inside it.
Likewise, to directly add a file, click on the (+) Add File.

Recommend Reading: Details on how to upload a file and the options under three-dot against each file, click here: Upload a File. Read more details on file access rights: Document Access Rights.

Lead Summary Page - Documents - Add File & Folder

Options under the three- dot against each folder:

Add File: Allows you to add a file inside the folder.

When a file is created or edited in Confidential mode, the owner is granted full rights edit, delete, download/share. These permissions cannot be changed or overridden.

Add Folder: Allows you to add subfolder inside the created folder.
Share: Folders are not shared directly, allows sharing file(s) inside the folder (if permissions) with colleagues within the organisation or with external stakeholders.

Permissions on the Share folder depend on each file’s access level. If a file is Public, the system will display the Public file permissions set in Master Data → Access Permissions.

Folder Sharing

Action	Public	Protected	Confidential
Folder Sharing	Public File(s) Shared.	Not Shared. Shared if allowed individually.	Not Shared. Shared if allowed individually.

By default, file is shared with View permission. Other permissions are dependent on your file access permissions and role access levels. External shares always include download permission by default.

Recommend Reading: How share feature works in detail for a file, click here: Share Document.

If a file is shared with edit permission and the super admin later revokes that access, the shared file will automatically update to remove edit rights.

Rename: Allows changing the name of the folder for better organisation and identification.
Delete: Deletes the folder along with the file(s) inside it, based on the user’s role access rights and file-level permissions. File(s)/Folder(s) will be soft deleted and can be recovered by the XeopleRecruit team, contact support. Select Also delete copy & all previous version(s) permanently to permanently delete the files and folders. This action is irreversible.

Rename and Delete options are visible only to the folder owner, admin, and super admin.

Download: When a folder is downloaded, the system downloads all files inside it and its subfolders that the user has access to, based on their role access level and file-level permissions.
Audit Log: Provides record of action performed on the file, including add, edits, shares, view, etc.

Actions you can perform on the document page:

Use the search option to quickly locate specific file(s)/folder(s) by entering keywords or file/folder names.
Refresh Button: Allows you to refresh the page and update the document listings in real-time.
Filters: You can use advanced filters to quickly sort and refine the displayed file(s) based on various criteria such as document category, document name, etc. For e.g., if you apply the Document Category filter you can see file(s) filtered based on the category selected.
Delete All: Delete file(s) and folder(s) (Public, Confidential, and Protected) based on your file-level permissions. Files(s)/Folder(s) will be soft deleted and can be recovered by the XeopleRecruit team, contact support. Select Also delete copy & all previous version(s) permanently to permanently delete the files and folders. This action is irreversible.

If the user lacks delete permissions based on their role access level, the Delete button won’t appear.

Grid View: Presents document details in a card-style format, offering you a quick and intuitive way to scan through essential information.
List View: Displays documents in a streamlined, row-based format, allowing you to quickly scan and compare key details at a glance.