In HRWize, it is possible to upload Employee Documents in Bulk as an Administrator or an HR level user.

There are 2 tools, referred to as Employee Document Uploaders, to facilitate the bulk upload of employee's documents.

You can find these by going to:

Administration > HR > Data Management > Employee document uploaders

The two uploaders have different use cases depending on how your documents are structured on your computer as well as how you wish them to be added in HRWize,

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1. Bulk uploader

The "Bulk Uploader" can be found at:

Administration > HR > Data Management > Employee Document Uploaders > Bulk Uploader

And can be used in the following use cases:

1. You have a zip file per employee and want to upload those documents for that employee in the zip file into the same folder, with the same visibility settings for all documents, or
2. You have documents of the same type (e.g. PDF's of payslips) for multiple employees and want to upload them all into the same folder for each employee with the same visibility setting for all documents.

This uploader is not suitable for use if the documents require different settings (e.g. visibility) or need to be uploaded into different folders.

When you open this page, you will be presented with a number of options that relate to how the file(s) should be named and how you would like HRWize to process them.

Please select an employee folder - Choose a folder to store the documents in. If the documents need to be stored in different folders, this is not the appropriate tool. See the "Zip uploader with preview" instead.

Order - This defines how the file should be named. This is important so that HRWize can recognize the employee's file that is uploaded against. The available options are:

• First name -> Last name;
• Last name -> First name;
• WorksID -> First name -> Last name;
• WorksID -> Last name -> First name;
• WorksID.

Separator - This defines how the file should be named. The "separator" divides the elements of the filename. For example, if you chose the first naming option above and an underscore for the separator, your file should be named eg "john_smith.zip". If you choose the second naming option, and a comma for the separator, it should be named "smith,john.zip" and so on.

• You can then use either comma, underscore, space, or dash.

Ignore - If you have files all of which have a common text in their name that does not relate to the employee's name, you can ask the system to ignore this text. For example, if all of your payslip files are named eg "john_smith_payslip.pdf", you would ask the system to ignore "_payslip". The system would then be able to identify the file as belonging to John.

All documents visible to employee? - If set to 'Yes', all of the uploaded documents will be visible to the employee. If set to 'No', they would be visible to their manager, HR, and Administrators but not visible to the employee.

Are these files all photos? - If set to 'Yes', all the files included will be treated as employee photos and uploaded as their photo.  If you choose 'No', the Employee Folder option will be ignored.

Once you have set these options, add the files by clicking the 'Add Files' button or by drag-and-drop into space underneath these fields.  Once you've added your files, click on the 'Start Upload' button to upload the files into HRWize.

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 while others should not), you will then need to use the second option.

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2. Zip uploader with preview

The zip uploader with preview is used if you have a zip file containing multiple documents of different types for multiple employees. This allows you to upload this zip file to the system in a single operation in:

Administration > HR > Data Management > Employee Document uploaders > Zip uploader with preview 

This uploader accepts a single Zip file. Click on the 'Browse' button to locate the zip file and then the 'Submit' button to upload it. The zip file will be processed and the files within it displayed. There are no special requirements for the name of the zip file or the files contained therein.

You will be given a preview of each document and be able to choose the employee to upload it against, as well as several other options: 

• Choose the employee - Select the employee's name here.
• Choose the category - Select the employee document category to store the file in (if you are uploading employee profile pictures, leave this at "None").
• Profile Image - If the document is an employee profile image, choose 'Yes'.
• Document visible to employee - Choose whether the document is visible to employees (Public) or to their manager, HR, and Administrators level users only (Private).

If the document is a file that can be previewed, such as an image or a PDF, the system will show you a preview of the document next to the options. If the document cannot be previewed (e.g. Microsoft Word document), you will be given a link to the document. In this example, the documents do not need to have a specific naming convention, however, 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. While this option is more time-consuming, it is also a lot more flexible as you have complete control over each document. If you are unable to classify all of the documents in one session, you can return at any time to the Zip uploader with preview and click on the 'Uploads' button at the bottom of the page. This will display a table listing all of the uploads performed by date.

Click on the 'Manage' icon in the Actions column to continue classifying the documents which have not yet been classified.