It can be useful to upload PDF, CSV, EXCEL, WORD, PPT, and ZIP files in Leapsome and attach them to a specific user (e.g. past assessments or certificates, etc.). Admins can then decide who can see the files - access to the file can be given to the manager and/or the employee.
To upload a PDF, CSV, EXCEL, WORD, PPT, or ZIP file to a specific user, please navigate to the 'Employees' page and and click on 'Upload document'.
Once you click on the 'Upload document' button, you will be prompted to:
- Upload your document
- Enter a name
- Write a description (optional)
- Select a category for your document
Please note that the category of your document is highly important, as the document category will define the visibility of this document. To manage your document categories and their visibility, please navigate to Settings > Documents > Document categories.
Uploading files in bulk
If you would like to conduct this action in bulk, please navigate to 'Company' > 'Employees' and click on the three-dot menu (⋯) and select 'Bulk upload files'.
From here, you can upload a zip file containing multiple files and map them to multiple users simultaneously.
To automatically map the files to the correct users, the following is available:
- The mapping source is a file name. Then, each file name should either start with or contain a unique user identifier. For example, an employee's email, Leapsome ID, Employee ID, External ID, or first and last names).
- The mapping source is a folder name. Then, each folder should either start with or contain a unique user identifier and each sub-folder should correspond to a document category that exists in Leapsome. The files in the sub-folder, in this case, can have any name. When uploading files, you can additionally select if you'd like to map sub-folders to document categories. If you leave this setting unchecked, you will be able to choose a category to place all of the documents in the next step. Please note: the 'Folder name' option is nested under Leapsome's HRIS function only.
- Max file size per zip file upload: 2.5 GB
- Max file count within a zip file: 2500
When you upload a zip file, you'll also be prompted to select the document category. Please keep in mind that the category of your document is very important, as it will determine its visibility. To manage your document categories and their visibility, please navigate to Settings > Documents > Document categories.
Bulk upload FAQs
1. How will the files be mapped for employees who have the same first and last names?
In this case, files will not be automatically mapped. You will have to manually map the files to these employees.
2. What happens if the option to map sub-folders to categories (in the mapping source 'Folder name') is left unchecked but there are subfolders?
All documents in the sub-folders will be mapped to the category that’s chosen in the next step.
3. Does bulk upload mapping support special characters?
Bulk uploads currently only support the following special characters:
- Umlaut (¨). For example: ä, ö, ü.
- Acute accent (´). For example: é, á.
- Grave accent (`). For example: à, è.
- Circumflex (ˆ). For example: ô, ê.
- Tilde (˜). For example: ñ, ã.
- Caron (ˇ). For example: č, š.
- Diaeresis or trema (¨). For example: naïve or Noël.
- Special alphabets: ß (Eszett), Ç (C cédille).
Employees uploading files to their profiles
If access is enabled, the manager and/or employee can see the uploaded files in their 'Your Profile' (to access their own) or by searching for an employee and clicking on their profile > 'Documents'.
Additionally, employees can upload documents to their profiles as well, when they navigate to 'Your Profile' and click on 'Upload document'. While uploading a document, the employee can only select the categories that you marked as 'Roles that can upload documents to this category' > Employee (own profile) in the Document categories. If an employee or a custom access role doesn't have this option enabled, they can't upload documents to the category.