HR Files

Secure document management system for HR files, candidate documents, and employee records.

MangoApps

Overview

HR File Manager provides enterprise-grade document management specifically designed for HR and recruiting workflows. Features include secure file storage with S3 integration, version control, granular access permissions, virus scanning, encryption, comprehensive audit logging, and compliance tracking.

Hr Operations

Highlights

Store employee documents securely with S3-backed storage, virus scanning, and encryption.

Track file versions automatically and maintain a complete audit log of all access events.

Control access with granular permissions, approval workflows, and role-based file visibility.

Upload files in bulk and consolidate scattered documents into organized employee folders.

Monitor compliance with expiry date tracking, pending approval alerts, and dashboard metrics.

Export files and audit logs for regulatory reviews or internal compliance audits.

Capabilities

Document Storage

S3-backed file storage with server-side encryption
Virus scanning on every upload
File preview via time-limited presigned URL (5 min)
Presigned download URL (admin-configurable expiry)
Soft delete with optional deletion reason
Archive and restore without permanent data loss
Company-wide documents (not tied to a single employee)

Categories & Folders

File categories: Employee Records, Candidate Documents, Contracts, Policies, Training Materials, Compliance, General
File types: Resume, Contract, Policy, Certificate, Performance Review, Background Check, ID Document, Tax Document, Benefits, Other
Confidentiality levels: Public, Internal, Confidential, Highly Confidential
Tag-based search across file name, display name, and tags
Filter by category, file type, status, employee, and date

Retention & Expiry

Per-file expiry date with expired status flag
Dashboard alert for files expiring within 30 days
Compliance-document flag blocks deletion
Automatic retention policy enforcement Manual expiry tracking only

Security & Access

Access levels: Public, Internal, Restricted, Private
Per-file access grants with view/download/edit/delete/share/delegate permissions
Time-limited access grants (access_expires_at)
Suspend and restore individual access grants
Approval workflow for sensitive files (pending → approved/rejected)
Comprehensive audit log (view, download, edit, delete, approve, access changes)
Export audit log to CSV or JSON with date-range filter
Single sign-on / external identity provider integration Managed by platform SSO settings

Version Control

Automatic version numbering on every upload
View and download any prior version
Version-level virus scan and processing status tracking
File hash (SHA-256) stored per version for integrity checks

Bulk Operations & Integrations

Bulk upload (up to configured max per batch)
Document consolidation tool for organizing scattered files
Export file list to CSV or JSON
Auto-sync from Recruiting (resumes, offer letters)
Auto-sync from Onboarding Hub (tax docs, I-9, policy acks)
Auto-sync from E-Signature (signed documents)
Auto-sync from Forms App (submitted HR forms)
Auto-sync from Employee Profile documents
Deduplication — creates a new version if file was already synced

AI Features

AI agent for document search, details, and pending-action queries
Natural-language search via AI File Manager Agent
List documents pending approval or expiring soon via AI agent
Per-business toggle to enable/disable the AI agent

Limits & Specs

Max single file size (upload): 50 MB (admin-configurable)
Max files per bulk upload batch: 50 (admin-configurable)
Accepted file types: PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, JPG, JPEG, PNG, GIF, MP4, MOV, AVI, WEBM, MPEG
Storage provider: Amazon S3
Pricing: Included with MangoApps Workforce

Use cases

Employee onboarding documents

HR uploads offer letters, tax forms, and signed agreements into each new hire's folder with automatic version tracking and access controls.

Compliance audit preparation

An HR admin exports the audit log showing who accessed which files and when, satisfying regulatory review requirements.

Bulk document migration

HR consolidates employee documents from multiple sources using the bulk upload tool, organizing them by employee and document type.

Sensitive file approval

A manager uploads a performance improvement plan that requires HR director approval before the employee can view it.

Expiring document alerts

The dashboard highlights documents nearing their expiry date so HR can proactively request updated versions from employees.

FAQ

Files are stored in S3 with encryption, virus scanning on upload, granular access permissions, and a comprehensive audit log that records every view and download.

Each file maintains a version history. When a new version is uploaded, the previous version is preserved. Users can view and download any prior version.

Yes. Files support role-based access controls, per-file access grants, and an approval workflow where sensitive documents require manager or HR approval before becoming visible.

Yes. Admins can upload multiple files at once and the consolidation tool helps organize documents into the correct employee folders.