Where to find documents

1. On your sidebar, go to Documents
2. From here you can access:
   • Public
   • Internal
   • Employee
   • Send in bulk
   • Document templates
   • Trash

Public Documents

In the "Public" section, you can upload public documents for the whole company to see. If you make them public, all employees will be able to see them.

To upload new documents:

1. Click on Upload Files in the top right corner
2. Drag and drop the document
3. Click on Upload Files

You can choose if the employees will see the document or not by clicking the eye

When making a document visible for the employees, you can choose whether they will be notified or not.

 

Private Documents

In the "Private" section, you can manage the internal company documents. Only employees with permissions can access this space.

How to upload or send to the trash private documents

1. Open the folder in which you want to add documents
2. Click on Upload files in the top right corner
3. Drag and drop the document
4. Select a folder
5. Enable the toggle if you want to request E-signature
6. Click on Upload files

How to delete a document

1. Click on (..)
2. Select Move to trash

Employee Documents

Preview documents

You can open and read documents directly in Factorial, without downloading them or opening them in another app. The document viewer supports the following file types:

• PDF files
• Images
• Word documents (.docx)
• Excel spreadsheets (.xlsx)
• CSV files (.csv)

When you open a document, you can:

• Zoom in and out using the – and + buttons or the zoom percentage menu
• Download the file using the download icon
• Move between documents using the arrows next to the document counter

Document preview is available to both admins and employees in all companies.

Send in Bulk

You can send various types of documents in bulk using our different workflows: payslips, same file to everyone, personal files, and document templates.You can choose to split the PDF into separate documents, leave them unchanged, or combine them into a single document.

The employee selector ranks employees by a match score computed from each file's extracted text (first name, last name, ID), most likely person first, and shows tags for the strongest matches. This works in both Personal files and Payslips.

 

Create folders and subfolders

To add a folder

1. Go to Settings
2. In General, open Documents
3. Select the space where you want to add a new folder (Employee, Private, or Public)
4. Click + New folder to add a new one

To add a subfolder

1. Open a folder of your preference
2. Click + New folder
3. A subfolder will be created within the main folder

Document Templates

Document Templates save you time in managing employee documents. This feature allows you to send the same document to multiple employees by automatically substituting personal information in each final document using variables.