Upload and manage documents

Use flair to publish Company Documents and store Employee Documents, including payslips and certificates. This guide covers bulk and SFTP uploads, folder organization, file matching, access restrictions, recovery, parsing, and mobile access.

Who can use this?

HR Admins manage documents in Salesforce. Employees and Managers view permitted documents in the Employee Hub or mobile app.

Publish a Company Document

1. In flair HR, open Company Documents from the navigation bar. If it is not visible, find it through the App Launcher (⋮⋮ grid icon).
2. Click New.
3. Enter a name that employees can use to identify the document.
4. To keep the document unpublished, select the draft checkbox. Clear it when the document is ready for employees.
5. Upload the files.
6. Click Save. A published document appears under Company → Documents in the Employee Hub.

Organize company documents into folders

Group company documents into multi-level nested folders, such as by department or document type. Documents without a folder continue to appear at the root, so existing documents need no changes.

1. In flair HR, open Docs.

2. Open the Company Documents tab.

3. Click New Folder.

   

4. Enter a name, and click Save. The folder appears at the level you were browsing when you clicked New Folder.

5. Click a folder to open it. Click New Folder again to nest another folder inside it, or use the breadcrumb trail above the list to navigate back up.

6. To publish a document directly into a folder, open the folder, and click New Company Document. To move an existing document into a folder, click Edit next to it, and set Folder.

Use Quick find to search company document names across every folder. In the Employee Hub, a folder appears for an employee only if it contains at least one document that employee has permission to see; empty or fully restricted folders stay hidden.

note

A folder must be empty of sub-folders and documents before you can delete it.

Upload Employee Documents in bulk

Use a Mass Employee Documents Upload when file names identify the employees who should receive them, such as for payroll files.

Create the upload template

1. In the App Launcher (⋮⋮ grid icon), search for Mass Employee Documents Uploads.

   

2. Open Mass Employee Documents Uploads.

3. Click New.

   

4. Enter a name.

   

5. Under Default Document Category, select the document type, such as Payroll.

   

6. Click Save. Salesforce opens the upload template.

   

Configure visibility and file matching

1. Under Visibility, select who can receive and view the documents, such as HR+Manager+Employee or HR.

   

2. In File Name Pattern, enter a pattern with employee merge fields, such as {{flair__First_Name__c}}_{{flair__Last_Name__c}}.pdf.

   A file named Adamaris_Vinke_Payroll_08-2025.pdf can use the employee's first and last name for matching.

   

3. Copy required merge fields from the information box next to the template.

   

4. Confirm that File Name Pattern matches the uploaded file names.

   

5. Click Update. The template uses the saved pattern for matching.

Upload and create the Employee Documents

1. Click Upload Files.

2. Select the files.

   

3. When the upload finishes, click Done.

   

4. Click Create Employee Documents. flair assigns files from the pattern where possible.

5. Manually assign any unmatched files.

   

The documents appear for permitted Employees and Managers under Documents in the Employee Hub.

Verify document assignment

1. From the employee list, select an employee.

   

2. Open Documents.

   

3. Confirm that the uploaded file is associated with the employee.

   

4. Open the file, and verify its contents.

   

   

Upload Employee Documents from SFTP

Use SFTP for files delivered by an external payroll system or another service.

Create the upload

1. In flair HR, open Staff and Docs.

2. Find Employee Document Upload.

3. Click Create New Upload.

4. Enter a name, such as January Payslips 2025.

5. Click Save.

6. Select an upload type:

   Type	Capacity or source
   Standard	Up to 10 uploaded files.
   Custom	Up to 1,000 uploaded files.
   Split	One file split into separate files for different employees.
   SFTP	Files imported from an SFTP server.

7. Select SFTP.

8. Click Update.

Configure and import from SFTP

1. If the integration is disabled, click Enable SFTP Integration.
2. Enter the SFTP host details.
3. Click Save.
4. Click Add from SFTP.
5. Browse the server, and select individual files or folders.
6. Click Download. flair transfers the selected files.
7. Under File Name Pattern, define a pattern with employee names, employee numbers, or other Employee fields.
8. Confirm that each file matches the correct employee.

Create and verify the documents

1. Click Create Employee Documents.
2. Open each employee's Documents tab.
3. Open the imported file, and verify its contents.

After SFTP is enabled, you can also select a specific employee and upload files directly. The same direct upload is available in Recruiting.

Restore a deleted document

1. In Salesforce, open the App Launcher (⋮⋮ grid icon).
2. Search for and open Recycle Bin.
3. Select My Recycle Bin, or select All Recycle Bin if your permissions allow it.
4. Select the deleted document or record.
5. Click Restore. Salesforce returns it to its original location.

Search parsed document text

flair automatically extracts text from every uploaded Employee Document and stores it for search. This uses the same parsing behavior as Recruiting and makes information inside Employee Documents searchable immediately after processing.

Restrict Employee Document uploads

By default, Employees can upload documents in the Employee Hub. This setting hides Upload on the personal Documents page and dashboard profile widget. Attachments submitted through Request Forms remain available.

1. In Salesforce, open flair HR.
2. Open Settings → Employee Hub.
3. Under Documents, enable Restrict Employee Document Upload.
4. Save the changes. Employees can no longer upload directly.

This setting is global. For exceptions, create a Request Form that accepts an attachment because the restriction does not apply to Request Form submissions.

Manage documents in the mobile app

Upload a document

1. On the mobile app home screen, tap the plus icon.
2. Tap Add.
3. Enter a name, and select a document category.
4. Tap Add File.
5. Select the file, and finish the upload.

View your documents

• In the mobile app, tap My Data to see recent payroll files and documents you uploaded.

Download the flair mobile app for iOS or Android.

Related articles

• Browse and search documents in the Employee Hub
• Create documents with Document Generator
• Build documents with Document Builder Templates
• Send and sign documents with flair eSign