Employee Documents

Every employee record in PMSuite has a Documents tab where files belonging to that employee — contracts, certificates, identification, letters — are kept alongside the rest of their HR data. Storing them on the employee record keeps paperwork in the same place as attendance, leaves and payroll instead of in a separate drive or mailbox.

Who can use it

Access is governed by Settings → Roles & Permissions, not by a fixed list of job titles. The HR module permissions decide who can view, create, edit and delete employee records and their attached data, at one of four levels:

Every user can always reach their own documents through Profile Settings (see below).

Prerequisites

• The employee must already exist as an employee record — see Adding Employees.
• Your role must grant HR-module view access at a level that covers the employee whose documents you want to open.

How to Access

• Someone else's documents: Sidebar → HR → Employees (/account/employees) → open the employee record (/account/employees/{id}) → Documents tab.
• Your own documents: Profile Settings (/account/settings/profile-settings) → Documents tab.

Step 1 — Open the Documents tab

On the employee record, the tab strip runs: Profile, Projects, Tasks, Attendance, Leaves, Leaves Quota, Timesheet, Documents, Emergency Contacts, Increment & Promotions, Ticket, Appreciation, More. Select Documents to list the files currently held for that employee.

Profile Settings has a shorter tab strip — Profile, Emergency Contacts, Documents — pointing at the signed-in user's own record.

Step 2 — Add a document

From the Documents tab, use the add action, give the document a name, choose the file from your computer, and save. The file is attached to that employee record only.

Use names that make a file identifiable at a glance (including a year or version where several similar files exist), because the list is read name-first.

Step 3 — Retrieve or remove a document

Open a document from the list to view or download it. Removing a document detaches it from the employee record; download a copy first if you may need it later.

Effect on other features

• Documents live inside the employee record, so anyone whose HR permission level covers that employee (Added / Owns / All) also reaches their documents; access is controlled by the HR module permission rather than per file.
• Your own document list is the same data whether you open it from Profile Settings or an admin opens it from your employee record.
• Because documents are stored per employee, moving a person's paperwork means opening their record — it does not travel with a department or designation change.

Limitations

• No company-wide document library here. The Documents tab is scoped to one employee at a time. For material everyone should read — policies, handbooks, how-to guides — use the Knowledge Base module (/account/knowledgebase), which has an Audience toggle controlling whether an article is shown to clients and/or employees, or post it to the Notice Board (/account/notices).
• No bulk upload during employee import. Importing Employees brings in records, not attachments. Workaround: run the import first, then attach documents to each record from its Documents tab.
• Generated HR letters are produced elsewhere. Offer letters and similar templated correspondence are created under Workspace → Letters (/account/letter/generate, templates at /account/letter/template). Workaround: generate the letter there, then attach the resulting file to the employee's Documents tab so it lives with the rest of their file.

Troubleshooting

I can't see the Documents tab on another employee's record. Your role's HR permission level probably does not cover that employee. Check Settings → Roles & Permissions, then log out and back in — permission changes do not always apply to an already-active session.

A colleague says they granted access but nothing changed. Same cause: re-authenticate. Permission edits take effect on a fresh session.

I only see my own record under Employees. That is the expected result of the Added or Owns permission level. Ask an admin to raise the HR view level to All if your job requires it.

I need a document but I'm not in HR. Open Profile Settings → Documents for your own files; other employees' documents require HR permission.

Related Articles

• Employee Profile Overview
• Adding Employees
• Importing Employees
• Emergency Contacts