This article explains how to use the Documents Hub to manage employee documents in one central location. With the Documents Hub, you can perform actions on employee documents without having to go to an individual employee's profile. You can manage a single document in the documents hub, or manage documents in bulk.

Before you start

• You need view permissions to the Documents Hub to access it. Admins can grant these permissions. 
• The documents you see in the Documents Hub depend on your document category permissions, not on which employee profiles you can access. This means you can view documents in any category you have permission for, even for employees whose profiles you cannot access.
• To edit, delete, or send a reminder to a document signer, you need permissions to the relevant Document categories. 
• Personio alerts users when they try to update documents but don't have the necessary permissions.
• If you delete a document with a pending signature notification, the signature request will be cancelled.

Manage documents in bulk

When you need to perform the same action on multiple documents, you can use bulk management features. Available bulk actions include changing categories, sending signature reminders, and deleting documents.

1. Use the checkbox next to each document, or select all documents in a filtered view.
2. Click the relevant bulk action button (Change category, Remind signers, or Delete).
3. Confirm the action.

The number of selected documents appears at the top of the Documents Hub. If you do not have permission for some of the selected documents, you will see an error message. Successful actions show a confirmation message.

Edit document categories

If a document in an employee's profile is assigned to the wrong category, you can change the category for single or multiple documents.

Single document

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Check the box to the left of the relevant document's name.
4. Click Change category.
5. Select the new category and confirm the change.

Multiple documents

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Check the box to the left of the relevant documents' names.
4. Click Change category.
5. Select the new category and confirm the change.

Note:
An alert appears when you try to update documents you don't have permission to edit.

Edit document details

If you need to change a document's name, date, or comments, you can edit the document details. This helps keep employee documents accurate and organized.

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Next to the relevant document's name, click the three dots > Edit.
4. Click the pencil icon.
5. Click an item to update it.
6. Save the changes.

Alternatively, click Edit when in the document preview window.

Delete documents

If you need to remove documents from Personio, you can delete one or multiple documents. Deleting documents removes them from Personio permanently.

Single document

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Next to the relevant document's name, click the three dots > Delete.
4. Confirm the deletion.

Multiple documents

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Check the box to the left of the relevant documents' names.
4. Click Delete and confirm.

Send signature reminders

For documents with pending signature requests, you can send a reminder to the signee.

Single document

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Next to the relevant document's name, click the three dots > Send reminder.

A confirmation message appears at the bottom of the page.

Multiple documents

1. In the left sidebar, click Documents.
2. Optional: apply filters to narrow the selection.
3. Check the box to the left of the relevant documents' names.
4. Click Remind signers.
5. Confirm the reminders.