Share a Document or File
How do I share a document or file?
Purpose: All documents and files uploaded to BambooHR are visible only to the Account Owner and Full Admin users unless they are shared. Sharing documents or files allows you the ability to be selective about what you allow your managers and employees to view. This guide will help you understand the various options for uploading and sharing documents and files within BambooHR.
Table of Contents
To share a document with an employee from their Documents tab, click the action icon in the top right corner of the document. Click Share With Employee... from the drop-down menu.
If you see the option to Unshare the document with the employee, this means the document is already shared. In this case, you would see Shared next to the document name. Please note that Signed Documents will automatically share with the employee.
If you need to share an employee document with another user besides the employee, you have the following options:
- Email the document to the user you would like to share it with.
- Create a custom access level with access to the specific document folder for the employee. In this way, all documents in this employee's documents folder will be visible to the user with access.
Confirmation of shared document
When you share a document, it will ask you to confirm that you would like to give the employee access to view this document. Once you confirm access, the employee can access the document via their Documents tab as shown below.
View a shared document in the Documents tab
When you share a document with an employee, the Documents tab containing only shared documents will be visible to that employee. Notice the Shared status that will clearly identify a shared document.
You can also share a document when you upload it by clicking the checkbox to share it. A document you share will only share with the selected employee.
To share an individual file with an employee from the Files tab, hover over a file you would like to share and click on the gear icon to select Share With Employees... from the drop-down menu.
Share options
Once you click to share the file, you will see a pop-up box. When you share a file, you have a few options:
- Share these file(s) with all Employees
- Share these File(s) with Individuals or Groups (Type the employee's name for Individuals or type a specific access level for Groups.)
Click Share.
View a shared file in the Files tab
Once shared, the employee will see the Files tab when they log in to BambooHR. The employee only can view company files that a user shared with them. If the employee does not have any shared files, they cannot view the Files tab when they log in. They can only view the Files tab if one of these options is true:
- A user shares at least one file specifically with them.
- A user shares at least one file with all employees.
- A user shares at least one file with the employee's specific access level.
- The employee has View Only or View/Edit access to a file folder (see Share through Access Levels.)
You can also share a file with an employee when you upload it.
You can grant a user access to file folders through a custom access level in two ways:
- View Only: The user can view all files in a folder.
- Edit: The user can view all files in a folder and take action from the options menu such as Share, Email, Rename, and Delete.
Click here for information on how to share a folder.
To unshare a document, file, or file folder, follow the same process you would use to share a file but instead click the "X" to remove people who have access or choose Unshare... from the drop-down menu.