Overview
Talexio allows you to bulk import employee documents and training certificates directly into employee profiles using a secure File Transfer Protocol (FTP) server. This guide explains how to connect to the server using an FTP client, how to structure and name your files, and how to complete the bulk upload step-by-step.
Permissions
To view or manage employee documents, you must have the Manage Employee Documents permission enabled on your Talexio user role.
Critical Security Warning: FTP credentials grant full administrative access to upload documents into any employee account on your system. Treat these credentials with extreme sensitivity and store them securely.
Understanding Your FTP Credentials
To perform a bulk upload, you need dedicated login credentials provided by the Talexio Support team. These credentials include three key pieces of information:
- Host: The server address that will be used inside your FTP client.
- Username: Your unique FTP account name.
- Password: Your secure FTP password.
Need Setup? If you do not have FTP access yet, please contact the Talexio Support team to request your credentials.
How to Connect and Upload
- Download and install a standard FTP client software on your computer (such as FileZilla or WinSCP).
- Open your FTP client and locate the connection bar or site manager.
- Enter the provided credentials & connect.
- Once connected, navigate to the local folder on your computer where your prepared employee document folders are stored.
- Drag and drop your prepared folders into the remote folder directory on the FTP server to begin the upload.
Important Storage Note: Upon processing uploaded files, Talexio automatically links the documents to the respective employee profiles and deletes the contents from the FTP server directory. Do not use the FTP server as a backup storage location.
Folder Structure & File Naming Syntax
For Talexio to automatically match and link each document to the correct employee profile, all files and folders must follow a strict naming syntax.
Standard Employee Documents
Organise documents into a main folder named with the employee's exact ID Card Number (e.g., folder name: 12346M).
Inside this folder, format your filenames as follows:
Visible to Employee:[datacategory]_[idcardnumber]_[filename].[extension]
Hidden from Employee:[datacategory]_[idcardnumber]_hidden_[filename].[extension]
| Example File Name | Data Category | ID Card Number | Visibility |
|---|---|---|---|
| PERSONALDETAILS_12346M_Scanned-ID-Card.pdf | PERSONALDETAILS | 12346M | Visible to employee |
| CONTRACTS_12346M_hidden_Signed-Contract.pdf | CONTRACTS | 12346M | Hidden from employee |
Course & Training Certificates
To link training certificates to specific courses, place the certificate files inside a subdirectory named explicitly: Course Documents.
Filename Format:[idcardnumber]_[coursename]_[filename].[extension]
Hidden Filename Format:[idcardnumber]_[coursename]_hidden_[filename].[extension]
Example Directory Path:12346M/Course Documents/12346M_Accounts-Training_certificate.pdf
Matching Rule: The coursename in the filename must match the course title in the Talexio Training module exactly. Hyphens must be used to represent spaces (e.g., "Accounts Training" becomes "Accounts-Training").
The “_filename” part is optional.. If provided, this will be used as the filename. Otherwise, the system will default to the original full filename.
Supported System Categories & File Formats
- Documents can be uploaded into any of the following system categories:
contactdetails,contracts,correspondence,cv,disciplinary,employment,healthandsafety,interests,jobdescription,leave,other,payroll,performance,personaldetails,personalhealthinformation,sensitive,timeandattendance,training,workpermit. - 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.
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