This article explains how to import multiple documents to the corresponding employee profiles. If you want to upload a single document to a specific employee profile, or use a document template to create a document for multiple employees, see Add documents to an employee profile.
Pre-requisites for importing files
Before uploading any files to Personio, ensure that you save all file names using one of the formats below:
- Firstname_Lastname_Category_ddmmyyyy
- Firstname_Lastname_Category_dd.mm.yyyy
- EmployeeID_Firstname_Lastname_Category_ddmmyyyy
- EmployeeID_Firstname_Lastname_Category_dd.mm.yyyy
- EmployeeID___Category_ddmmyyyy
- EmployeeID___Category_dd.mm.yyyy
These naming conventions enable Personio to auto-match uploaded files to the correct employee.
Tip:
Create the long bar between Employee ID and Category (as seen in the last two format types above) with three consecutive underscores "_ _ _".
See the table below for special cases or exceptions when naming files.
| Case | More information |
| Additional details in the file name |
Include additional details in the file name after the date. Use an underscore "_" to separate them. For example: EmployeeID___Category_dd.mm.yyyy_additional_details |
| Employee ID attribute |
When including the Employee ID in a file name, the "Employee ID" attribute in Personio must be in English or German, and use one of the following names: "Employee ID", "Employee Number", "Mitarbeiter ID" and "Personalnummer". |
| Multiple surnames |
If an employee has multiple surnames, separate the surnames with a space. For example: |
| No category or date in the file name |
If you do not include the category and date in the file name, the document will still be automatically assigned to the corresponding employee, but you will have to manually select the document category and date. |
Upload multiple files via the Import feature
After checking that all files are named correctly in the prerequisites, follow the steps below to upload multiple files at once.
- Go to Settings > Imports.
- Select Documents as the import type and click Next.
- Select or drag-and-drop all the documents into the files field. You can upload up to 100 documents with each import.
- Configure the columns for each document uploaded. Ensure the correct Employee, Category, and Document date is assigned. Edit as necessary.
- To delete a document from the list, select the checkbox next to the file name and click Remove.
- Click Upload to complete the import.
Personio will scan documents for viruses. Once imported, go to the Documents tab of the relevant employee profile to view them under the assigned category.
Tip:
Your IT department can create an API integration that will automatically upload several documents to the respective employee profiles. Find all the technical documentation in our Developer Hub.
Use a template to create a document for multiple employees at once
To Bulk create a document for multiple employees, see Add documents to an employee profile.