Within Natural HR, there are two ways to bulk upload documents.
You can find these by going to
Admin > HR > Data Management > Employee Document up loaders
The first option can be used in two different use cases:
Admin > HR > Data Management > Employee Document up loaders> Bulk uploader
1) You have a folder per employee and want to upload those documents in bulk. All of these documents will be uploaded into the same employee folder for each employee and all with the same permissions (such as can the employee view them).
To use this option you need to create a zip file PER EMPLOYEE and ensure the file is named to match one of our support naming conventions - these naming options are:
- first name -> last name
- last name -> first name
- worksID-> first name -> last name
- worksID->last name -> first name
You can then use either comma, underscore, space or hyphen to divide the parts of the name. For example, john_smith.zip or smith,john.zip and so on.
2) You have lots of documents of the same type but for different employees - for example, if you wanted to upload monthly payslips for all employees. Again the naming convention needs to match the above and the options are the same in terms of all going into a single folder per employee and so on. In this instance, the files do not need to be in a zip file -if you had 100 employees then you would simply upload 100 x pdf flies for example named as above.
You can also use option 2 for employee images - the process is the same but simply select yes to the employee photos option.
This option is the most efficient as it involves the least input on your side but it has the least flexibility.
If for any reason the above does not work for you e.g. you want different documents to go to different folders or some documents should be able to be viewed by employees whilst others should not then you will need to use the second option.
The second option is whereby you create a zip file which contains multiple documents of multiple types for multiple employees - you then upload this zip file to the system in a single operation.
Admin > HR > Data Management > Employee Document up loaders> Zip uploader with preview
When uploaded, you then preview each document via the system and choose the employee, the folder, access permissions and so on. If the document is an image or a PDF the system will show you a preview of the document next to the options to make this easy - if the document cannot be previewed (Word for example) then you will be given a link to the document.
In this example, the documents do not need to have a specific naming convention but, if you do have employee names in the individual filenames, we will try to match the employee based on the name automatically without you needing to select them - you can, of course, change this if it is incorrect.
Whilst this option is more time consuming it is also a lot more flexible as you have complete control over each document.
"How do I?" on ways to upload documents to an employees record