Folders in Files and Documents
How can I manage my folders in Files and Documents?
Purpose: To show how to manage your document or file folders.
You can rename or delete a file folder by hovering over a file folder and clicking on the drop-down arrow. Select the corresponding option (rename or delete).
When deleting a folder with files, you will need to confirm that you would like to delete all files within the folder too.
If you need to rename or delete a file, click on the action menu that appears when you hover over the file.
If you are deleting an e-signature template that is attached to any on/offboarding tasks, you will see the warning above. Please note that if you would like to cancel any in-progress signature requests after you have deleted the template, you will still be able to do that through the Signed Documents report. See details on that process here.
Please note that deleting a file is a permanent action. You cannot recover a file after its deletion. We recommend downloading your file before you permanently delete it in BambooHR to have a copy for your records.
You can rename or delete a document folder by going to an employee's Documents tab. Hover over a folder and click the action icon, then select the desired option. Note that you can also move the folder to be a subfolder here.
Document folders apply to all employee profiles. When attempting to delete a document folder with documents, it will also delete the folder's documents. A warning will appear that asks you to confirm this action.
If you need to rename or delete a document, click on the action icon that appears when you hover over the document.
When an employee signs an e-signature document, it will automatically upload to the selected document folder from the Signature set up. If you delete the selected document folder, it will automatically update the template to upload signed documents to the Signed Documents folder. You will need to update the Signature template if you would like to update this setting.
Please note that deleting a document is a permanent action. You cannot recover a document after its deletion. We recommend downloading your document before you permanently delete it in BambooHR to have a copy for your records.
To move a file to a different folder in the Files tab, check the box next to the file(s) you want to move. Click on the file(s) and drag it to the desired file folder. If the folder is shared with other users, you will need to confirm that you would like the new file to have the same sharing permissions as the selected folder.
To move an employee's document to a new folder, click on the checkbox next to any documents you need to move (can be more than one at a time), then click Move. This will pull up a modal allowing you to select which folder or subfolder you would like to move the document(s) to. Once you have chosen the desired folder, click Save and the document(s) will be moved. Each document will retain the permissions it had when it is moved.
Please note that folders in documents will have a lock icon if no documents within that folder have been shared with the employee. If you move a shared document to a locked folder, the lock icon will disappear and the employee will be able to see the folder and any documents within it you have shared with them. If you would like that document to no longer be shared, you will need to unshare the individual document.
Navigate to the Files tab. Hover your mouse over a file folder, click the drop-down arrow, and select Share Folder...
When sharing a folder, you have two options:
- Share this Folder with all Employees: Click the checkbox if you want to share with all employees.
- Or only these people: Type an individual employee or a specific access level name.
Once you make your selection, click Share.
View a successfully shared file folder
Charlotte Abbot can now see the Expense Submission Templates file folder and its contents. When a file folder is shared, the user will have access to view and email all files in the 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.