Files vs. Documents

The article outlines the distinctions between documents and files within BambooHR, highlighting their specific purposes for organizing company and employee documentation. The Files tab is designated for company-wide documents, such as employee handbooks, while the Documents tab is tailored for individual employee files, allowing for the creation of folders for better organization. Additionally, the article discusses the auto-upload feature that automatically places uploaded documents in designated folders based on specific HR functions. It emphasizes the importance of keeping employee handbooks current and offers BambooHR Services for assistance in creating compliant and effective handbooks. This resource aims to enhance clarity and confidence in organizational policies.

  • Jul 2, 2026
  • Knowledge

Title
Files vs. Documents
Article Text
This feature is included in the Core, Pro, and Elite packages.

What is the difference between a document and a file?

Purpose: To help you understand the purpose(s) of documents and files and how to make use of them in your account.

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Files and Documents

There are two locations within BambooHR where you can store documentation: Files and Documents. Each location serves a separate purpose and can help you organize and store important company and employee documentation.

Files

Files

You can store documentation that pertains to your company as a whole on the Files tab. Examples of company files include employee handbooks or policies.

You can share an individual document from the Files tab with an employee or a group. Also, you can set it to private, so only the Full Admin user(s) can view the document.

Documents

Charlotte Abbott - Employee Files

You can store employee-specific documentation on the Documents tab within an employee's profile. In the screenshot above, Charlotte's travel expenses have been added under her Documents tab.

You can also create additional folders and subfolders (click the folder with the plus button) for your employees to help you organize where you store employee-specific documentation. Please note that subfolders are only available for documents, not Files.

If a user shares a file from the Documents tab with an employee, the Documents tab will be accessible for the employee. If a user does not share a file with an employee, the Documents tab will not be visible for the employee.

When adding a folder or subfolder to an employee's Documents tab, the folder adds to the Documents tab for all employees, which saves you time from having to go in and add it one by one for each employee.

Auto-upload

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For specific features in BambooHR, uploaded files will automatically store in particular folders on an employee's Documents Tab. In the example shown above, Charlotte's manager asked her to attach a proof of address to prove her new address. Once Charlotte uploaded a proving document, the document was also automatically uploaded to the Workflow Attachments folder to have on hand for future reference.

Documentation automatically uploads to specific Documents folders when using the following features:

Navigating the complexities of employee policies can be daunting, especially with frequent changes in your HR team. If your current handbook is outdated and doesn't fully reflect your current operations, it's the perfect opportunity to bring in some expert help.

Our Solution: Our BambooHR Services team is ready to assist you in creating a custom, up-to-date handbook that aligns with your policies, culture, and compliance needs. This paid service transforms your handbook into a reliable resource for employees, promoting clarity and confidence across your organization.

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