Multi-upload of Employee Documents

 

This article explains how to perform a multiupload of employee documents directly to your employees' Personio accounts.

In three steps, upload multiple documents to Personio simultaneously and assign them to employees and document categories.

For documents to be assigned to the right employee profile automatically, including the document category and date, use one of the following formats for the document file name:
Firstname_Lastname_Category_ddmmyyyy  or
Firstname_Lastname_Category_dd.mm.yyyy or
Personalnummer_Firstname_Lastname_Category_ddmmyy or
Personalnummer_Lastname_Category_dd.mm.yyyy or
Personalnummer___Category_ddmmyyyy (instead of the first and last name, 3 underscore characters are inserted) or
Personalnummer___Category_dd.mm.yyyy (instead of the first and last name, 3 underscore characters are inserted)

If you would like to include additional details in the file name, make sure you add them after the date. For better readability, insert another underscore character after the date; for example:
Personalnummer___Category_dd.mm.yyyy_additional_details

If you are using Personalnummer as the identifying attribute, make sure the corresponding attribute has been named in the same way as in one of the following options:

  • Mitarbeiter ID
  • Personalnummer
  • Employee ID
  • Employee Number

File names can also be in the format Firstname Lastname, Firstname_Lastname or Personalnummer. However in that case, only the employee will be assigned automatically. The document category and date have to be defined manually.

 

Uploading the file

Under Imports, select file type Employee documents (Multiupload). Upload all of the desired documents or drag-and-drop them into the Files field and click Next. Up to 100 documents can be uploaded simultaneously with each import.

multiupload-upload-file_en-us.png

 

Configuring the columns

If you are not using the automatic assignment function based on file names, assign the desired document category to the documents and, if applicable, edit the document date. The documents then, too, are assigned to the respective employees automatically via the file name.

You also have the option of doing a bulk assignment by using the arrow symbol. This allows you to, for example, assign a specific employee, a category or a document date to all of the documents at once.

Documents that have been uploaded incorrectly can be removed again via the column Actions.

multiupload-configure-columns_en-us.png

Click on Next to see a preview of the import in the next step.

 

Previewing the import

In the third and last step of the import process, you have the opportunity to review the selected documents and how they will be assigned.

multiupload-import-preview_en-us.png

 

Virus scan

Personio will perform a virus scan on all documents. This may take a few minutes during which an 🔄 icon and the status Virus scan will appear with the document. If the document is secure, it will become available for download once the scan is completed.

If it is rated as not secure or a virus is found, a ⚠️ icon will appear with the file. The only action that you or your employees can perform in that case is to delete the document.

 

Documents in the employee profile

After the import, the uploaded documents can be viewed in the employee profile under the Documents tab and their respective category:

multiupload-employee-profile-document_en-us.png

See this article to learn how to upload documents individually in the employee profile.

 

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