Files & Document management

file organization in charthop, documents are organized using fields docid\ xyrlltzxie bv4zkzes g and field categories docid\ tpkhvexrov1c9jv2x6vdv create a new field for each type of document that you would like to categorize and store use a category to group and organize the fields to create a new type of document that you would like to store follow the instructions one creating custom fields docid\ vmoqbeuanp7fz8e8hozyq for the data type, select file use the field label to set the name of the document such as "non disclosure agreement" use the sensitivity to set who should have access to the document organization best practice create a fields for every “file type” or “document type” — in other systems these may have been represented in folders or in the file name use a single field for the general file type then upload multiple files to that field for example ✅ commission agreement | ❌ commission agreement q1 fy25 place all file fields in a field categories docid\ tpkhvexrov1c9jv2x6vdv note that the file category name will be visible to all viewers of the file only use “miscellaneous” as a fallback uploading documents u pload a single document navigate to the person's employee profiles docid\ p1ycvjpv07ennclccnnfu who you would like to upload a document about navigate to the files tab click the upload button in the top right corner select the file type — this dropdown will list all of the file fields that you have access to as well as miscellaneous which are file that are not linked to a specific field, but can still be uploaded to the person's profile drag & drop in your file or browse to select it click upload migrate or bulk upload documents reach out the charthop team if you need to upload documents in migrate or bulk upload documents we can work with you on the best solution for your organization supported file types charthop supports uploading of document files pdf, docx, ppt images png, jpg, gif all files must be under 100 mb viewing documents the files page on an employee's profile, if it is enabled at your organization, will display important employee document and files to view a file click the document name in the list of files a modal with appear with the document if it is a pdf, you will see a preview of the file otherwise you can download the file to view it additional document metadata can be view in the the right side such as when the document was uploaded files page located under people ops tools > files and availible to owner docid\ o icgvk94idcunziuntvi s in charthop this page allows you to view all of the files added to your charthop account auditing documents use case tool see who does and doesn't have a file of certain type "see who has a commission agreement" add field as a column on the data sheet docid\ xtd4dg4i 4 nmwjfesq0s view all files of a specific type "see all commission agreements" files page view all files for a certain person "view all of sarah smith's files" viewing employee profiles docid\ j1t0plzi vrnfm3twm3kq files tab or files page for quick switching across people the data sheet docid\ xtd4dg4i 4 nmwjfesq0s can also be used to view if a person does or does not have a file to setup this data sheet to do this audit add the file as a column to the data sheet add a filter to the data sheet fieldcode — to display all people with the document fieldcode ! — to display all people without the document editing document information once you are viewing a document, you can edit the document's name and associated field to edit a document's information click on the file name in the file tab of the profile click the ✏️ edit button in the top right corner edit the metadata such as name, linked field or access level collecting documents from employees to collect documents from employees you can use the same methods as you use to collect fields forms docid\ qr76gadoskc1rlc s0jes or editing employee profiles docid\ xoullp5onvwtlogoi9ses exporting documents docuents can be downloaded as a zip file from the files tab on the profile documents can also be downloaded using the files page to export documents from the files page navigate to people ops tools > files filter to the view of the files you would like click the download icon in the top right corner select either export csv or export files as zip export csv will export a csv of all of the info about the files in charthop, but not the files themselves export files as zip will export a zip file of all of the files in the view