Givver’s Document Hub lets you store company files, organise documents under employee records and control who can open them. Filing a document under an employee record and giving that employee access are separate choices.
This guide is for company administrators and people with document-management access. The options you see depend on your company’s configuration and your permissions. Where configurable Access Roles are enabled, your role and scope also determine which documents and actions are available.
📂 Find your documents
Open Documents from the sidebar to reach Document Hub.
Company Documents: find company files in a table.
People Documents: browse employee records. In Folders view, select an employee to open their documents; List offers an alternative view.
My Documents and Shared with Me: check documents available to you personally.
Use the search field or Filter to narrow the results. Document tables show details such as Document date and Last activity. Where shown, Employee record tells you where a document is filed; Additional viewers shows people explicitly selected for access.
Additional viewers is not a complete list of everyone who can access a document. Authorised document administrators may also have access through their role and scope.
⬆️ Start a document upload
Use the single-file upload to add one file. First enter its details, then choose who can access it, and finally upload the file. Follow the next three sections in order.
Click New document, then Upload a file.
In Upload new document, choose a Document type: Company Document, Employee Document or Payroll Document.
Enter a clear Document name. Check the Document date: this is the date shown on the document itself, separate from its upload date. Add optional tags if needed.
Choose Upload a file from the New document menu.
Example details for an Employee Document. The name and date are demo values.
The New document menu also offers Bulk upload for multiple documents and New signature request for documents that need signing. Those are separate workflows from the single-file upload covered here.
🔐 Choose who can access the document
The Access section separates record organisation from viewing access. Check each setting before uploading a file.
File under employee record
Select the employee record or records where the document should be filed. This helps you organise the file; filing alone does not let those employees open it.
Allow selected employees to view
After selecting an employee record, turn this on if those employees should be able to open the document. With the switch off, filing the document under their records does not give them viewing access.
Additional viewers
Select any other people who need access. During upload, access for the selected employees is controlled separately by the switch above.
Limit access to authorised administrators
Turn this on when only authorised document administrators should be able to access the file. The employee-viewing and additional-viewer controls are then hidden. “Authorised” depends on the administrator’s document permissions and scope.
Access Role permissions also apply
Expand this notice to read how administrator access works. Authorised document administrators may access a document according to their Access Role and scope, and are not included in the additional viewers list.
This demo example shows New Employee selected and Allow selected employees to view set to Yes. Administrator-only access is off.
✅ Finish the upload
Once the access settings match what you need, attach the file and save the document.
Under Document file, click Upload file and select the file from your device.
Review the document details and access settings one last time.
Click Upload Document to save it.
Supported formats shown in the upload form are PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG and PNG.
✏️ Update document details or access
If you have permission to manage a document, use its edit action to change its name, document date or access settings.
Find the document in the relevant table.
In Actions, click the pencil icon labelled Edit [document name] to open Edit document.
Update the document name or date as needed.
Review Employee record and Additional viewers. In this edit panel, the employee record shows where the document is stored. To give the employee access, add them under Additional viewers.
Check Only authorised administrators can access. When enabled, access is limited to authorised document administrators.
Click Save changes, or Cancel to leave without saving.
The edit panel distinguishes the employee record from viewing access.
The attached file is read-only in this panel. Changing the document name or date does not replace the attached file.
🗑️ Delete a document
Deleting requires the relevant document permission. Only continue if the file should be permanently removed: the confirmation states that this action cannot be undone.
Find the document and click the trash icon in Actions, labelled Delete [document name].
Check the document name in the confirmation.
Click Yes, delete to permanently delete it. To keep it, close the confirmation using the × instead.
Check the document name before confirming permanent deletion.
❓ Check access or missing options
Why can’t an employee open a document filed under their record?
Filing does not grant access. During upload, check Allow selected employees to view. For an existing document, check the employee is included in Additional viewers. Also check whether administrator-only access is enabled.
Why can’t I see an upload, edit or delete action?
These actions depend on your document permissions and, where applicable, your scope. Being able to view a file does not necessarily mean you can manage or delete it. Ask your company administrator to check your access.
Does a document’s type automatically share it?
Choose the type to describe the document, then review the access controls separately. Do not use the document type or employee record as proof that someone can open it.
For more about your company’s access setup, see Configurable Roles and Permissions in Givver or Standard Access Levels in Givver.
💚 Need further assistance? Reach out to us through the messaging app.