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HR Documents

The HR documents repository provides a centralized place to store, organize, and retrieve employee-related documents. Rather than keeping files in scattered folders or email attachments, all HR documentation lives in one system tied to the relevant employee records.

Document Types​

Shaari supports storing a variety of HR document types:

Document TypeExamples
Employment ContractsOffer letters, employment agreements, contract renewals
IdentificationNational ID copies, passport scans, iqama copies
CertificatesEducational degrees, professional certifications, training certificates
Medical RecordsMedical fitness certificates, health insurance cards, medical reports
FinancialBank letters, salary certificates, tax forms
LegalNon-disclosure agreements, non-compete clauses, legal clearances
PerformancePerformance reviews, evaluation forms, goal-setting documents
OtherAny other documents relevant to the employee's record
info

The document type classification is for organizational purposes. All document types support the same file formats and storage capabilities.

Uploading Documents per Employee​

To upload a document to an employee's record:

  1. Navigate to HR Management > Documents, or open the employee's profile and go to the Documents section.
  2. Click Upload Document or Add Document.
  3. Select the employee the document belongs to (if not already in their profile).
  4. Choose the document type from the dropdown.
  5. Enter a document title or description.
  6. Select the file from your device.
  7. Click Upload.

Supported File Formats​

  • PDF -- Contracts, certificates, forms
  • Images -- JPG, PNG, HEIC, HEIF (ID copies, scanned documents)
tip

Use descriptive titles when uploading documents. "Employment Contract - 2026" is more useful than "contract.pdf" when searching later.

Bulk Uploads​

You can upload multiple documents at once by selecting several files in the upload dialog. Each file is stored as a separate document record, so you can assign types and titles individually after upload.

Document Retrieval and Viewing​

Searching for Documents​

Find documents using the search and filter options:

  • Search by title -- Type keywords to find documents by name
  • Filter by employee -- Show documents for a specific employee
  • Filter by type -- Show only contracts, certificates, medical records, etc.
  • Filter by date -- Find documents uploaded within a date range

Viewing Documents​

Click on any document in the list to view it. PDFs open in the browser's built-in viewer. Images are displayed inline. You can also download documents to your device.

note

Documents are stored securely in your tenant's private storage. Only users with HR access within your tenant can view employee documents. There is no cross-tenant access.

Document Organization​

Per-Employee View​

Each employee's profile includes a documents tab showing all files associated with that employee. This gives you a complete view of an individual's documentation.

Global View​

The HR Documents section provides a global list of all documents across all employees. Use filters to narrow down the view by employee, document type, or upload date.

Document Metadata​

Each document record includes:

  • Title -- Descriptive name
  • Type -- Classification (contract, certificate, etc.)
  • Employee -- The associated employee
  • Upload Date -- When the document was added to the system
  • File Size -- Size of the stored file
  • Uploaded By -- The user who uploaded the document
caution

Ensure sensitive documents (medical records, personal identification) are uploaded with appropriate awareness of privacy regulations. While Shaari provides tenant-level isolation, access within a tenant is controlled by user permissions. Only users with HR management access can view employee documents.

Document Retention​

Documents remain in the system until manually deleted. There is no automatic expiration or purging. This ensures that historical records are always available when needed, whether for audits, legal proceedings, or employee requests.

tip

Periodically review stored documents to ensure they are current. Expired certificates, outdated ID copies, and superseded contracts should be replaced with current versions while keeping the old versions for historical reference.