Bulk Upload of Documents

Adeyemi Odeyemi
Adeyemi Odeyemi
  • Updated

Overview

Talexio is able to import employee documents uploaded to a Talexio FTP. These files will be linked to the correct employee, data category, and, optionally, the related course in the case of training certificates.

Permissions

In order to view or manage other employees' documents, users must have the 'Manage Employee Documents' permission enabled. This will allow you to view/manage all the documents or specific documents for an employee(s).

FTP Credentials

If you would like to be setup, please reach out to our support here. Upon your setup, the Talexio team will be able to provide you with the FTP credentials for this type of integration. It is critical to remember that these credentials are very sensitive, as they allow the person who has the credentials to upload documents into any employee of the client’s account on the system.

  • Files in the folder must be named in the format below:
    [datacategory]_[idcardnumber]_[filename].[extension] OR [datacategory]_[idcardnumber]_hidden_[filename].[extension]  

    For example: PERSONALDETAILS_12346M_Scanned-ID-Card.pdf
    Data Category: PERSONALDETAILS
    ID Card Number: 12346M
    File Name: Scanned-ID-Card
    Extension: pdf

    The [hidden] field determines whether the document should be hidden from the employee.

    All documents to be uploaded into respective employee need to be organised into folders per employee, where the folder name is {idcardnumber}

    For example, all documents to be uploaded for an employee with id card number 12346M are saved in a folder named '12346M'

    Talexio accepts documents in the following formats: .bmp, .csv, .doc, .docx, .eml, .FS3s, .gif, .heic, .html, .ics, .jfif, .jpeg, .jpg, .mp4, .odp, .ods, .odt, .pdf, .png, .ppt, .pptx, .rtf, .svg, .tif, .txt, .webp, .xls, .xlsx, .zip. 

    Also,the documents can be uploaded respectively into any of the available categories ;contactdetails, contracts, correspondence, cv, disciplinary, employment, healthandsafety, interests, jobdescription, leave, other, payroll, performance, personaldetails, personalhealthinformation, sensitive, timeandattendance, training, workpermit

  • Any course-related files must be stored in a subdirectory called explicitly “Course Documents.”

    All the files in this directory will expect this file name format:
    Format: [idcardnumber/empcode]_[coursename]_[filename].[extension] or [idcardnumber/empcode]_[coursename]_hidden_[filename].[extension]

    Examples: Course Documents / 12346M_Accounts-Training_certificate.pdf
                     Course Documents / 12346M_hidden_Auditor-Advanced-Training.docx

    Explanation:

    • Required: The idcardnumber is vital in linking to the employees. It must match exactly with the value stored on the system.
    • Required: The course name must match exactly the corresponding course in the training module.
      • If a duplicate course is found with the same name, this file will not be saved nor linked.
      • Hyphens represent spaces.
    • Optional: The “_filename” part is optional.. If provided, this will be used as the filename. Otherwise, the system will default to the original full filename.

    Upon processing the files from the FTP, Talexio will automatically delete the contents of these directories. So, this FTP folder should not be used as backup storage.

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