HR Files

Each file has one audience setting: Just HR & admins, HR + the employee, HR + employee + reporting chain, HR + specific roles, or All active employees. Admins, HR Files app admins and the uploader can always see it. On top of that you can add per-person access grants at four levels — Read Only, Read & Download, Full Access, Admin Access — that can be permanent or time-limited, and suspended or revoked. Restricted file types (medical, garnishment, and disciplinary by default) are always limited 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: until an approver approves, only HR, the uploader, the approvers, the assigned employee and explicit grant holders can see them. Approvers are admins, HR Files app admins, and any groups you name in Settings; a named approver can't decide a file they uploaded or replaced. Rejecting needs a reason, which the uploader is told. Editing an approved sensitive file sends it back for approval, and replacing a rejected file's document sends it back to the approvers.

Yes to signature: a file marked Requires signature can be sent to its employee through the E-Signature app, as long as it is a PDF and the employee has an email address, and the file is marked signed when they finish. Completed signed documents from E-Signature also sync in automatically. No to auto-delete: each file can carry a retention policy, and a daily check asks admins to review files past their retention date (or archives them, if you turn that on). Compliance documents and files under a legal hold can't be deleted and are exempt from the review. Nothing is ever deleted automatically.

Seven: Recruiting (resumes and signed offer letters), Onboarding Hub (tax documents, I-9, ID, policy acknowledgments), Forms (employee-submitted HR forms), E-Signature (completed signed documents), Employee Data (approved employee data documents), Employee Profile documents, and Policy Hub (the signature receipt when an employee signs a policy). 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 kept in encrypted cloud storage.

The HR Files agent lets you list and search your documents in chat, pull up a document's details, audience and version history, and surface documents that are pending approval, expiring soon, or compliance-flagged. Approvers can also approve or reject a pending file — the agent shows a preview and asks you to confirm first. 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.