Document Entry
Upload, classify, and manage personnel documents for any tenant member, stored securely per employee.
Overview
Document Entry is the HR module's file storage screen for personnel records — contracts, ID copies, certificates, health reports, payslips, and every other document tied to a specific tenant member. A manager selects who the document belongs to, uploads the file, classifies it with a document Type and a HR process Reason, and the file becomes part of that person's permanent HR file.
Every uploaded file is scoped to its owning tenant member and stored on a per-employee basis on disk — no document is ever visible across tenants, and no document is stored in a shared, unorganized folder. All previously uploaded documents appear in a single table with who they belong to, what they are, why they were uploaded, and when.
Per-Person Storage
Files are written to disk under a folder created automatically for each employee the first time a document is uploaded for them — mirroring the same per-user folder pattern used elsewhere in TotalApp. This keeps every employee's documents cleanly separated and makes it straightforward to locate, audit, or export a single person's full HR file.
Uploading a Document
- Click Upload Document in the screen header.
- Select the Tenant Member the document belongs to.
- Choose the File to upload from your device.
- Select a Document Type category, then the specific type within it (see "Document Type Taxonomy" below). Choosing a category reveals the specific-type dropdown — you cannot pick a specific type before choosing its category.
- Select a Reason category, then the specific reason within it (see "Reason Taxonomy" below). Same two-step behaviour as Document Type.
- Optionally add a Note — free text for any extra context.
- Click Upload. The file is uploaded and the entry immediately appears at the top of the table.
"Other" Is Always Available
If none of the specific Document Type or Reason options fit, both dropdowns include an Other option at the bottom of the list — you are never blocked from uploading because a category doesn't match exactly.
Supported file types: PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), plain text (.txt), and images (.png, .jpg/.jpeg). Maximum file size is 20 MB per upload.
Document Type Taxonomy
Document Type describes what the physical document is. It is organized into six categories, each with its own set of specific types:
| Category | Specific Types |
|---|---|
| Employment & Legal | Employment Contract, NDA / Confidentiality Agreement, KVKK Consent Form, Job Offer Letter |
| Personal & Identification | ID / Passport, Driver's License, Military Status Document, Criminal Record |
| Education & Skills | Diploma, Certificate, Language Proficiency |
| Health & Safety | Health Report, Vaccination / Medical Record |
| Financial & Operational | Payslip, Expense Receipt / Invoice, Visa / Work Permit |
| Offboarding | Resignation Letter, Release Agreement / Discharge |
Every category also has an Other option for document types that don't fit the predefined list.
Reason Taxonomy
Reason describes why the document was uploaded — which HR process triggered it. It is independent from Document Type: the same document type (e.g. a Certificate) can be uploaded for different reasons at different points in an employee's lifecycle. Reason is organized into five categories:
| Category | Specific Reasons |
|---|---|
| Lifecycle Events | Onboarding, Promotion, Demotion / Role Change, Department Transfer, Offboarding / Termination |
| Compensation & Benefits | Salary Revision, Bonus / Commission, Benefits Enrollment |
| Time & Absence | Annual Leave Justification, Medical / Sick Leave, Maternity / Paternity Leave, Excused Absence |
| Compliance & Audit | Annual Compliance Review, Performance Review, Disciplinary Action, Government Audit Requirement |
| Development & Travel | Training / Course Completion, Business Travel / Visa Application |
Every category also has an Other option, same as Document Type.
Type and Reason Are Independent
Document Type and Reason are two separate classification axes, not a single dropdown. A Health Report (Type) might be uploaded because of Medical / Sick Leave (Reason) or as part of Onboarding (Reason) — the two fields let you capture both "what this file is" and "why it exists" without forcing one taxonomy to cover both questions.
Document Table
Every previously uploaded document — across all tenant members, excluding archived ones — appears in a single sortable table, similar in spirit to the My Documents workspace screen. Each row shows:
| Column | Description |
|---|---|
| Employee | The employee the document belongs to |
| File | The original uploaded file name |
| Type | Document Type category and specific type — editable directly from the table |
| Reason | Reason category and specific reason — editable directly from the table |
| Note | The free-text note added at upload time, if any |
| Uploaded By | The manager who uploaded the file |
| Uploaded | The upload date |
A stat tile above the table shows the total number of (non-archived) documents currently stored.
Editing Type and Reason from the Table
Document Type and Reason do not need to be correct forever at upload time — both can be changed later directly from the table, without re-uploading the file. To keep the table readable, the Type and Reason columns show plain text by default; hover over a row to reveal the editable dropdowns underneath:
- Hover the row, then use the Type category dropdown to switch to a different category. The specific type resets to the first option in the new category — pick the correct one from the second dropdown next to it.
- Use the Reason category dropdown the same way to reclassify why the document was uploaded.
- Changes save immediately — there is no separate "Save" step for inline table edits.
Use This to Fix Misclassified Uploads
If a document was uploaded under the wrong Type or Reason category, there is no need to delete and re-upload it — just correct the classification inline from the table.
Downloading, Archiving, Sharing and Deleting
Each row has a Download button plus a ⋯ (more actions) menu on the right:
- Download — retrieves the original file and saves it to your device under its original file name.
- Archive (in the ⋯ menu) — removes the document from the active table and the total-documents stat without deleting it. Archived documents can be restored later from the same menu (Unarchive).
- Share (in the ⋯ menu) — copies a link to the document to your clipboard, with a brief on-screen confirmation.
- Delete (in the ⋯ menu, below a divider) — permanently removes the document entry and its metadata. The underlying file is not retrievable afterward, so use this deliberately.
Where Files Are Stored
Documents uploaded through this screen are stored on a per-tenant, per-employee basis. Each tenant member has their own dedicated document folder, created automatically the first time a file is uploaded for them — you never need to set this up manually. This mirrors the same per-user folder convention used by other file storage features in TotalApp, so every employee's HR documents stay cleanly isolated from every other employee's, and from every other tenant's data entirely.
Access Is Restricted
Only granted members of the same tenant can access uploaded HR documents, and only through the app — files are never publicly accessible by guessing a URL. Treat Document Entry as you would any other sensitive personnel record system.