> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.heartsome.co/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Managing an employee's documents

Learn how, as an HR admin, you store a colleague's documents, such as a copy of their ID, a certificate of conduct or a diploma. You'll also see when a document is about to expire.

#### Where do you find it?
Go to People → \[name] → Documents.

#### What do you see?
**Contract documents**: files that belong to a contract, such as the signed employment contract. You see them here per contract, but you manage them on the contract itself. See [Recording and changing contracts](https://help.heartsome.co/en/article/recording-and-changing-contracts-166b5vl/).
**Personal documents**: all the colleague's other documents. For each document you see the type, who uploaded it and when, and how long it's valid, if set.

#### How do you upload a document?
1. Go to People → \[name] → Documents.
2. Click Upload document.
3. Drag the file into the box or click to browse. You can upload pdf, Word, Excel, csv, txt, rtf, jpg and png files of up to 10 MB.
4. Choose the Document type: Identity document, Contract, Addendum, Certificate, Certificate of conduct, Medical document, Performance document, Application artifact or Other.
5. Add a Description if you like.
6. Does the document expire? Fill in Valid until. See "Expiry reminders" below.
7. Shouldn't the colleague see the document? Turn on Hide from employee.
8. Click Upload.

Every file is scanned for viruses first. While that's happening you'll see "(scanning…)" after the name. After that you can open the document. If you see "(removed by virus scan)", the file wasn't safe and has been deleted. Ask for a clean version.

#### How do you edit or delete a document?
1. Click the three dots next to the document.
2. Choose Edit to change the type, description, expiry date or visibility, then click Save.
3. Or choose Delete and confirm.

||| Note: deleting is permanent. The document is gone for the colleague too.

You can't replace the file itself. Upload a new version instead and delete the old one.

#### Expiry reminders
If you fill in Valid until, Heartsome keeps an eye on the date for you:
* From 60 days before the expiry date, the document gets an orange label, such as "Expires in 30 days". A reminder also appears next to the colleague in the list on People.
* HR admins and the account owner get a notification.
* Once the date has passed, the document gets the red Expired label.

You set how many days in advance the reminder appears in Company Settings → Preferences → Reminder windows → Document expiry. See [Setting your preferences](https://help.heartsome.co/en/article/setting-your-preferences-3atvzh/).

| Tip: has the colleague got a new ID? Upload the new document with the new date and delete the old one.


#### Hiding documents from the colleague
Normally the colleague sees all their own documents under You → Documents. If you turn on Hide from employee, only HR admins and the account owner can see the document. It then gets the Hidden from employee label.

You can't hide a document the colleague uploaded themselves. After all, they already have the file.

#### When the colleague uploads something
Colleagues can upload documents themselves via You → Documents, such as a copy of their passport. HR admins and the account owner get an email and a notification. From then on you manage it like any other document. The colleague can't edit or delete their own upload afterwards.

#### Who sees what?
* **HR admin and account owner**: see all documents, including hidden ones, and can upload, edit and delete them.
* **The colleague**: sees their own documents, except hidden ones, and can upload documents.
* **Manager**: doesn't see the Documents tab, because it can include medical documents.