# Documents

Define document types, keep employee documents and upload your own documents.

## Document types

Document types define the documents your organisation collects, such as identity documents, qualifications, or signed contracts. Configure them under **Settings → Master Data → Document Types** before requesting files from employees.

### Decide which documents are required

![Document Types: Add New (1) or Request resubmission from all (2).](https://media.czappstudio.com/screens/docs/document-types/light-43b00ffa01-2880.webp)

Enable **Required** only for documents that every joining employee must provide. An active, required document must be approved before onboarding can be completed. Active optional types can still be requested individually when they apply to a particular employee; they do not block onboarding by default.

To add a type, choose **Add New**, enter its name, and set **Required** and **Active** to match your process. Add notes when HR needs guidance about acceptable evidence. Leave **Code** blank to generate it, or supply a unique code of up to 50 characters. The code cannot be changed after creation.

### Retire or change a document requirement

Edit the type when its name, notes, or requirement changes. Turning off **Active** stops the type from being required for new onboarding while keeping previously submitted records. Use this when you stop collecting a document.

Delete a type only when it is no longer needed. Deletion cannot be undone; retiring it is preferable when existing records still refer to it.

## Employee documents

The **Documents** tab on an employee's profile lists one row per document type (for example ID proof, address proof), so you can see at a glance which documents are on file and add or view them.

### Adding or replacing a document

1. Open the employee's profile and go to the **Documents** tab.
2. Find the document type's row.
3. If nothing is on file yet, click **Upload** and pick the file. If a document is already there, click the upload icon to replace it.

### Bulk uploading documents

1. On the **Documents** tab, click **Bulk Upload**.
2. In the **Bulk Document Upload** panel, for each row pick a **Document Type** and choose a **File**. Click **Add Another Document** to add more rows (up to 10).
3. Click **Upload Documents** to save them all, or **Cancel** to close.

![An employee's Documents tab (1) with Bulk Upload (2) and Download All (3).](https://media.czappstudio.com/screens/docs/employee-documents/light-61973dc628-2880.webp)

Supported file types are PDF, DOC, DOCX, JPG, JPEG, and PNG, up to 10 MB per file.

### Viewing and downloading

For a row that has a document:

- Click **View**, then **View in Browser** to open it in a new tab, or **Open Direct Link** to open the stored file directly.
- Click the download icon to download just that document.

### Download all

Click **Download All** at the top of the **Documents** tab to get a single zip file containing every document on file for the employee, organized by document type. This button appears only when at least one document exists.

## Your documents (employees)

The **Documents** screen in the **Documents** module lists the documents you've uploaded and lets you view or download them.

### Steps

1. Open **Documents** from the module menu.
2. To save a copy, click the download icon in the **Actions** column.
3. To open the document in a new browser tab, click the view (eye) icon.

![Your documents in the mobile app.](https://media.czappstudio.com/screens/mobile/documents/light-7ef50faf9c-1206.webp)

### Tips

- To add a document, click **Upload Document** — see [Uploading a document](https://czappstudio.com/docs/modules/documents#section-12).

## Uploading a document

Use the **Documents** screen to upload a document and file it under a document type.

### Steps

1. Open **Documents** from the module menu.
2. Click **Upload Document**. The **Upload Document** dialog opens.
3. Choose a **Document Type** from the dropdown.
4. Under **File**, choose the file from your device. Accepted formats are PDF, JPG, and PNG, up to 5 MB.
5. Click **Upload**.

### After you finish

The document is added to your records.

> **Note:** If you upload a new file for a document type you already have on file, it replaces the previous one.

### Troubleshooting

- **The upload is rejected** — check that the file is a PDF, JPG, or PNG and within the size limit, and that you selected a document type.