It can be useful to upload PDF, CSV, EXCEL, WORD, PPT, and ZIP files in Leapsome and attach them to a specific user (e.g. past assessments or certificates, etc.). Admins can then decide who can see the files - access to the file can be given to the manager and/or the employee.
To upload a PDF, CSV, EXCEL, WORD, PPT, or ZIP file to a specific user, please navigate to the 'Employees' page and click on 'Edit' next to a user's name. In the new page that opens up, navigate to the tab 'Documents' and click on 'Actions'.
Uploading files in bulk
If you would like to conduct this action in bulk, please navigate to 'Actions' within the 'Employees' menu and select 'Bulk upload files'.
From here, you can upload a zip file containing multiple files and map them to multiple users simultaneously. You will also be able to choose the access settings for these files. To automatically map the files to the correct users, the following is available:
- The mapping source is a file name. Then, each file name should either start with or contain a unique user identifier. For example, an employee's email, Leapsome ID, Employee ID, External ID, or first and last names).
- The mapping source is a folder name. Then, each folder should either start with or contain a unique user identifier and each sub-folder should correspond to a document category that exists in Leapsome. The files in the sub-folder, in this case, can have any name. When uploading files, you can additionally select if you'd like to map sub-folders to document categories. If you leave this setting unchecked, you will be able to choose a category to place all of the documents in the next step. Please note: the 'Folder name' option is nested under Leapsome's HRIS function only.
Please note:
- Max file size per zip file upload: 2.5 GB
- Max file count within a zip file: 2500
When you upload a zip file, you'll have the option to define the documents' visibility. You can allow the current managers to have access. Unchecking the box will not show these documents to the managers. Additionally, you can choose whether the employees themselves should have access to these files.
Bulk upload FAQs
1. How will the files be mapped for employees who have the same first and last names?
In this case, files will not be automatically mapped. You will have to manually map the files to these employees.
2. What happens if the option to map sub-folders to categories (in the mapping source 'Folder name') is left unchecked but there are subfolders?
All documents in the sub-folders will be mapped to the category that’s chosen in the next step.
Employees uploading files to their profiles
If access is enabled, the manager and/or employee can see the uploaded files in their 'Your Profile' (to access their own) or by searching for an employee and clicking on their profile > 'Documents'. Please note: admins and HRBPs will have access to user files by default for the people they manage.
Additionally, employees can upload documents to their profiles as well. When they navigate to 'Your Profile' > section 'Documents' > 'Actions', they can upload a file. The visibility of this file by default will be visible to the employee and the admin/HRBP; The employee can choose whether this file should be visible to the manager or not. They can also choose to delete this file (employees can only delete files that they uploaded).
Organize your documents
Once you upload documents, you can rename them, give them a description, assign a category, select their visibility, and download them. To make changes, hover over the file and click on the three vertical dots > 'Edit'.
You can also filter the files by category or search by name.