Importing files & documents

https //www charthop com/pricing/ basic basic | | hris hris | | headcount planning | headcount planning | compensation reviews | compensation reviews | performance | performance | engagement engagement hris customer can work with the charthop team to bulk import files and documents during an hris migration contact the charthop team to initate this process use this guide to help you prepare and plan for a file document migration understanding file organization in charthop most hris systems or file management systems (google drive, dropbox, box) uses a file directory system to store files a file directory system is where files are stored within folders sometimes those folders are standardized across employees and sometimes they can be created on a one off basis charthop does not use a file directory system to store files instead files are stored in two ways docid\ xyrlltzxie bv4zkzes g organized by docid\ xyrlltzxie bv4zkzes g (preferred) a file directly linked to a person with a specified docid 9se1t9bgi6p5cg3ixvsx8 there are several advantages to using docid\ xyrlltzxie bv4zkzes g instead of a file directory here are a few examples to demonstrate how field based (charthop) folder based (other systems) data auditing "which current employees are missing an offer letter in their file?" can quickly add the i 9 field to the docid\ xtd4dg4i 4 nmwjfesq0s with a filter has the file filename does not have the file !filename or just docid\ ey npqlpouwcmb1lsvuf7 to create it for you need to check every folder individually or rely on file naming data access "we want to hide all promotion letters from employees until after reviews and them make them accessible" can update the docid 9se1t9bgi6p5cg3ixvsx8 of the "promotion letter 2024 field" from manager only to manager shared when ready unable to change file access across org organization "we want to reorganize our files to be organized by file type rather than by year " can update docid\ xyrlltzxie bv4zkzes g and docid\ xyrlltzxie bv4zkzes g names at will stuck in an organization strucutre that can't be changed without a ton of manual effort preparing for a file migration in order to import files into charthop in bulk, you will need the following a way to extract your files from your existing system this may be via a download or where available an api if using folders ensure that you can have a unique identifier like email, employee id or hris id in the folder name that can be used to match the folder to a person in charthop understand how your files are organized and how you would like to translate that structure to docid\ ld5 hwqq3f5xrbwlk1l5t understand how is access currently managed for your existing files and how you would like to translate that to access within charthop /vide organization best practice create a fields for every “file type” or “document type” previously 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 over time ✅ commission agreement ❌ commission agreement q1 fy25 consider any you will need to setup at the end of the workflow such as a signature request, the file will be stored in a field, so plan accordingly place all files in field docid\ xyrlltzxie bv4zkzes g you may be used to a file structure, so field categories help you recreate that organization examples include onboarding documents policy acknowledgements work authorization performance promotion letters note that the file category will be visible to all viewers of the file use “miscellaneous” as a fallback files that are not linked to a field but only liked to a person are listed as “miscellaneous” these should be used only as needed file workflows if you are generating or storing files with any automations or integrations with you current system, consider how you will transfer those over to charthop the tools available to you are docid apezekdhaachazccuaem docid 6k2uhp22mlgnhaovzq0yx docid quljlsn6bsalsltpaoox create pdf from a submitted folders file security all customer data including files are stored at rest using aes 256 bit encryption and in transit using tls 1 2+