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 “Add New”.
   

4. Enter the name of the file you want to share in the File Name field and set the document's Publish Date.
   

5. Click “Choose Files” to select the files you want to share and in the Share to field, choose Share to All Employee to share with all employees or Select Employee to choose specific employees.
   

6. Check Send email & push notification after file uploaded if you want to send emails and notifications, and check Send file reminder notification if you want the employee or person assigned to receive the file to get reminder notifications at certain times.
   

7. Check Default add to new employee if you want the uploaded file to also be received by new employees. However, if you do not check this, new employees will not receive the file. Default add to new employee can be checked if you select All Employee in the Share to field.
   

8. Click "Upload".
   

   - Super admins and admins can perform several actions on uploaded documents, such as: Download to download the document, Edit to modify the document, or Delete to remove the document.
   - Uploaded files can be downloaded by employees through their ESS accounts from the My Files menu.

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. Choose the file category you want to display from the following options.
   

   - You can search for a category name by typing it in the Search bar.
   - You can add a file category by clicking “+”. Then, you can give the new category a name (without symbols), then 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 choose “Download employee files report”, the report file in Excel format will automatically download. Below is the display page of the report showing the number of employee files in each category.
   
   - If you choose “Download all employee files”, the successfully downloaded file will be sent to your Talenta inbox. Click “Check inbox” to open your inbox page.
   
   Inside the folder titled ‘Results of employee files export’, you will find the following file. Click “Download ZIP file”.
   

5. To add Employee files one by one, you can click “Add file”.
   

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

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

7. You will be redirected back to the Employee files page, where every created file is listed.
   

8. On this page, you can perform certain actions as follows.
   

9. Additionally, you can also add Employee files directly by uploading folders and files from your computer by clicking “+ Add employee files”.
   

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

    - Name the main folder: Use the Employee ID as the folder name (example: XYZ-112038771591121211523).
    
    - Create category sub-folders: Inside the Employee ID folder, create new folders according to category names (example: Identity or Other).
    
    - Add documents: Save documents inside those sub-folders (maximum 10 MB per file, supporting formats PDF, Photo, Word, Excel, PPT, ZIP, RAR, and text).
    

11. You will be directed to the following page. You can download a template by clicking “Download folder template” at the bottom right if you want to see or use a sample correct folder structure.
    

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

13. You can check the folder and the files inside before clicking “Upload”.
    

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

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

C. Other Files

Company files is a tab used to manage other documents. Documents in Other files are files uploaded directly in 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 see the list of other documents as follows.
   

   You can see 3 different statuses in the file list, namely:
   - Need completion: Means this file is used in other features. Also, it might be that this file has been uploaded to the system but not yet saved. Or, this file was uploaded directly through other files. Example case: This file has been uploaded in an announcement but not saved.
   - Complete: Means this file is used in other features and has been saved. Example case: This file has been uploaded and saved in an announcement.
   - Delete: Means the entity in other features where this file was attached has been deleted. Example case: The announcement containing this file attachment has been deleted.

5. To delete documents, check the documents you want to delete.
   

6. Then click “Delete”.
   

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