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, while they're still a member of your organization, always have access. 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 treated as HR plus the assigned employee, whatever the audience; beyond them, only the uploader, the approvers while the file waits for them, and people with an explicit access grant can open one.

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 approve or reject a file they uploaded, replaced with a new version, or that is about them — another approver has to. Admins can, so a one-admin company is never stuck. 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; an employee with no email address signs in the app after confirming it's them. When the employee finishes signing, the file is marked signed with the date and signer, and the signed PDF is added to it as its newest version; a signed copy that prints protected personal numbers, or is too large to copy, stays on its E-Signature request instead. 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), People (files attached to a profile update request, once it is approved), 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.