In this section, you will learn how to manage all documents owned by the company, both those shared with employees and other company documents. 

Here are the steps: 

A. Company Files

Company Files is a tab used to manage documents owned by the company. 

1. Go to the "Company" menu, then click Files.
   

2. Select the Company Files tab.
   

3. Click “New company files”.
   

4. You must enter the name of the file to be shared in the “Name” field and specify the access start date through the “Accessible on” field. In addition, you can optionally enter a file description in the “Description” field.
   

5. In the Criteria section, select “Apply to all employees” to share the file with all employees or “Add criteria” to share it with employees based on specific categories, such as Branch, Organization, Job position, Job level, and others.
   
   

   The following is an example of choosing to share the file with employees based on the Branch category (Head Office and Bandung) and Employment status (Permanent). You can delete a selected category by clicking the “-” icon. If you need to add a criterion, click “Add criteria”.
   

6. Check “After file uploaded” if you want to send an email and notification, and check “Reminder to check the newly added file” if you want employees or the person who is assigned to receive the file to get a reminder notification at a specific time.
   
   

   If you select the “Reminder to check the newly added file” option, you need to complete the “Reminder date” field, which is the date the reminder notification will be sent. The “Remind before” field (how many days before the reminder email is sent) and the “Message” field (the message in the reminder) are optional.
   

7. In the Upload file section, you can upload files by dragging them directly (drag and drop) into the upload area, clicking “Browse” to select files from your computer, or selecting the “Upload folder” button to upload an entire folder at once. The system supports various file formats (such as PDF, JPEG, DOCX, XLSX, PPT, ZIP/RAR, and others) with a maximum size of 10 MB per file. In one process, you can upload up to 100 files with a maximum total size of 1 GB and a subfolder depth of up to 100 levels. 
   
   

   To upload a folder, you can first prepare the folder and files on your computer. Then, select the files and click “Upload”.
   
   Confirm the file upload by clicking “Upload”.
   

8. After the files appear in the upload list, click "Save" to upload them to the system.
   
   

   If you upload a folder (Upload folder), the following is an example of how it appears. You can click the “arrow” icon to open the document details.
   

   Important
   - Super Admins and Admins can perform several actions on uploaded documents, such as: Download to download documents, Edit to modify documents, or Delete to delete documents.
   - Uploaded files can be downloaded by employees from Employee profile - Files.

B. Employee Files

Employee Files is a tab used to manage documents owned by employees. 

1. In the Company menu, click “Files”.
   

2. Then, select the Employee files tab.
   

3. Select the file category you want to display from the following options.
   

   - You can search for a category name by entering it in the Search bar.
   - You can add a file category by clicking “+”. You can then enter a new category name (without symbols), and click “Save”.
   

4. Click “Employee files report”. Then, to download a report of the number of employee files in each category, click “Download employee files report”. To download all Employee files data, click “Download all employee files”.
   

   - If you select “Download employee files report”, the report file in Excel format will be downloaded automatically. The following is the display page for the report of the number of employee files in each category.
   
   - If you select “Download all employee files”, the downloaded file will be sent to your Talenta inbox. Click “Check inbox” to open your inbox page.
   
   In the folder titled ‘Results of employee files export’, you will find the following file. Click “Download ZIP file”.
   

5. To add an Employee file individually, click “Add file”.
   

6. Complete the information and upload the attachment on the Add file page.
   

6. Click “Save” when the file you created is complete.
   

7. You will then be redirected to the Employee files page, where each file that has been created is listed.
   

8. On this page, you can perform the following actions.
   
   
    

9. You can also add Employee files directly by uploading a folder and files from your computer by clicking “+ Add employee files”.
   

10. Then, you can prepare the folder and files on your computer.

    - Name the main folder: Use the Employee ID as the folder name (example: XYZ-112038771591121211523).
    
    - Create a category subfolder: Within the employee ID folder, create a new folder according to the category name (example: Identity or Other).
    
    - Add the files: Save the documents in the subfolder (maximum 10 MB per file; supported formats include PDF, photos, Word, Excel, PPT, ZIP, RAR, and text).
    

11. You will then be directed to the following page. You can download the template by clicking “Download folder template” in the bottom right if you want to view or use an example of the correct folder structure.
    

12. Then, you can click “Browse folder” or drag and drop the folder to upload it.
    

13. You can then check the folder and the files in it before clicking “Upload”.
    

    If there is an error in the file naming format, you can complete the empty fields first. In the example below, the error is in the Employee ID and Category naming. Therefore, you must select the employee name in the “Select employee” field and the category name in the “Select category” field. You can also click the “-” icon to delete the file.
    

14. The folder is then successfully uploaded and listed on the Employee files page.
    

C. Other Files

Company Files is a tab used to manage other documents. The documents in Other Files are files that are directly uploaded to this tab and through the announcement, task, reprimand, and onboarding features.

1. Go to the "Company" menu, then click Files.

2. Select the Other Files tab.
   
    

3. Click “Drop files here, paste or browse” to upload documents.
   

4. You can view the list of other documents as follows.
   

   There are 3 different statuses in the file list:
   - Need completion: This means that the file is used in another feature. The file may have been uploaded to the system but not yet saved. Alternatively, the file may have been uploaded directly through Other Files. Example: The file has been uploaded to an announcement that has not been saved.
   - Complete: This means that the file is used in another feature and has been saved. Example: The file has been uploaded and saved in an announcement.
   - Delete: This means that the entity in another feature to which this file was attached has been deleted. Example: The announcement containing this file attachment has been deleted.

5. To delete a document, check the document you want to delete.
   

6. Then click “Delete”.
   

That is how to manage files in Talenta. Learn how to manage the file reminder feature here.