HR Files

Each file has one audience setting: Private to HR, Employee only, Employee + reporting chain, Specific roles, or All employees. On top of that you can add per-person access grants (with separate view, download, edit, delete, share, and delegate permissions) that can be time-limited, suspended, or revoked. Sensitive file types such as medical, garnishment, and disciplinary are always clamped to HR plus the assigned employee, no matter the audience.

When the approval workflow is on, sensitive documents are held in a pending-approval queue and broad audiences can't see them until an administrator approves. Approve and reject are admin-gated, so a file's own uploader cannot approve it. If an already-approved file is later edited into a sensitive state, it is automatically sent back for re-approval.

HR Files does not send documents out for e-signature itself — instead it automatically imports completed signed documents from the E-Signature app, and you can flag a file as requiring a signature as a reminder. For retention, there is no automatic purge: flagging a document as a compliance record blocks deletion, expiry dates drive dashboard alerts, and you can optionally auto-archive an offboarded employee's non-compliance files. Files are always retained unless someone with permission deletes them.

Recruiting (resumes and signed offer letters), Onboarding Hub (tax documents, I-9, ID, policy acknowledgments), E-Signature (completed signed documents), Forms (employee-submitted HR forms), and Employee Profile documents. Each source has its own rules for which document types, categories, and events sync, and re-synced files create a new version rather than a duplicate.

Individual files can be up to 100 MB (500 MB for video). Bulk upload accepts up to 50 files per batch. Supported formats are PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, JPG, JPEG, PNG, GIF, MP4, MOV, AVI, WEBM, and MPEG. Files are stored in Amazon S3, encrypted at rest.

The HR File Manager agent lets you list and search your documents in chat, pull up a document's details and version history, and surface documents that are pending approval, expiring soon, or compliance-flagged. It only ever returns documents you already have permission to see, and an administrator can turn it on or off per business.

Drive is general-purpose file storage for collaborative work. HR Files is purpose-built for personnel records: it adds audience gating, sensitive-type clamps, an approval workflow, retention holds, and a full access audit trail that general storage doesn't have. Employee profile documents actually sync into HR Files, so the profile stays the employee-facing view while HR Files is the governed, auditable system of record for the underlying documents.