When uploading a file to an employee, you usually upload the file to the target employee's "File management" screen and then publish it.
When uploading files to multiple employees, you had to repeat the same process.
The feature to send & publish multiple files at once to multiple employees on a single screen was added.
To use, please follow the procedure below.
① Click ADMINS [Manage employees].
② Click "HR" - "Employee file deliveries."
③ Click "Add new."
④ Enter a name, select the category and type of file, and set the publish method.
⑤ Click "Save."
⑥ The list displays what you have created.
If you have set a scheduled publication date and time, it will be displayed.
File selecting and uploading
Select the files to be uploaded and confirm that they are correct before uploading.
You can upload individual files together or as a zip of individual files.
You can upload up to 50 individual files at a time.
★The maximum has been changed from 30 to 50 with the September 25, 2023 release.
*The description on the screen says "...multiple individual files (up to 50)." is scheduled to be corrected.
Individual files used for upload must have "employee ID +" at the beginning of the file name.
(Example) Upload file name "Salary revision for May 2023".
For employee ID 205 File name: 205+Salary revision for May 2023
For employee ID 211 File name: 211+Salary revision for May 2023
Notes: Both the employee ID and "+" must be English half-width characters. There is no specification for the zip file name, which is a compilation of individual files.
① Click on the name you wish to batch upload files to multiple employees.
② Click on the "Employees" tab.
③ Click on the File upload icon.
④ Click on "Select file."
⑤ Select all files to be uploaded.
⑥ Click "Open."
⑦ Make sure the file is correct.
⑧ Click "Upload."
A progress bar will appear.
⑨ Workcloud automatically checks the uploaded PDF files during upload.
Check the employee ID in the PDF file name against the content of the file to see if there is an employee ID or employee name matching that employee ID.
If there are no problems, "Auto-checked" will appear in the Confirmation Status column. The file will also be uploaded to the target employee's "File management" screen as unpublished.
If multiple files are uploaded for one employee under the same name, they will appear as shown above.
■For drag-and-drop file selection
You can also select all files to be uploaded and drag and drop them.
■If done with a zip file with password
After selecting the zip file, please enter the password set on the confirmation screen.
Then upload the file.
① (After selecting the zip file with password) click on "File has a password".
② Enter the password when it appears.
■To start over from file selection before uploading
On the confirmation screen before uploading, click "Clear" to start again from file selection.
■Uploading more than 50 individual files
Up to 50 individual files can be uploaded at one time.
★The maximum has been changed from 30 to 50 with the September 25, 2023 release.
If you select more than 50 files on the file selection screen, they will not be reflected on the upload screen and the message "The maximum files you can uploaded at one time is 50" will appear.
When uploading more than 50 individual files, please divide the number of uploads into two or more.*
Clicking on each badge will display only the corresponding employee.
About "Check status
Note: Depending on other conditions, the status of "Employee ID not found" may be displayed (in that case, it is included in the number of "No match" people in the upper badge).
Workcloud automatically checks during file upload. However, there are cases where the automatic check cannot be performed, such as when the employee ID is a short single digit number, has many digits such as 1111111111, or the file is not a PDF.
If that case, please use one of the following methods to manually check and change the status or change it to checked.
■For PDF files (check status "Potential mismatch" and "Employee ID not found")
① Click on the key icon (Do a manual check) for the employee with the confirmation status "Potential mismatch" or "Employee ID not found".
② Check that the name displayed at the top is the same as the employee name on the screen.
③ If you are sure it is the correct employee for the subject, click on "Make as checked".
④ The top of the screen will display "Set status to Manual-checked." is displayed at the top of the screen.
The badge will now be counted as the number of "Checked" cases in the list, and the confirmation status will be displayed as "Manual-checked".
*If you click "Run auto check", Workcloud will check automatically again.
■For not PDF files (check status "Unchecked")
You cannot check on the system from ① and ② above.
Please download the file and check for errors.
After confirmation, you manually change the check status.
① Click the download icon on the employee's file with the check status "Unchecked".
② Look at the downloaded file to make sure the contents are OK.
③ If the content is okay, click on the key icon (Do a manual check).
④ Click on "Mark as checked."
⑤ The top of the screen will display "Set status to Manual-checked." is displayed at the top of the screen.
⑥ The badge will now be counted as the number of "Checked" cases in the list, and the confirmation status will be displayed as "Manual-checked".
How to use the check screen
【Check status】 You can manually change the check status.
(Example) "Potential mismatched" → "Manual-checked."
【Re-auto check】 It can be automatically checked again on this screen.
【Show next employee】 Click to display the next employee check screen.
■Check screen for multiple file uploads for one employee under the same name
Files are displayed above and below.
Delete uploaded files
If you have made a mistake in uploading a file, or if you wish to delete a file, please follow the steps below.
You can delete a file even after it has been published.
① Click on the "X" icon.
■To delete all files listed in the bottom row
② Click on "Delete all files."
③ Click "Delete."
Delete all files for the employee listed in the bottom row.
■To delete only selected employee files
② Click on "Delete selected files."
③ Search by employee name or employee ID for the file you want to delete and specify the target.
④ Click "Delete."
Delete the files for the selected employee(s) listed in the lower row.
* If multiple files have been uploaded for one employee with the same name in the list of listings, delete all files.
If you selected "Publish method: Scheduled" and set the publication date and time during the pre-setup, the information will be automatically published to employees on the date and time you set.
If you selected "Manual" during pre-setup, you must process the publishing to your employees.
You can publish files immediately after uploading them. You can also publish files individually on each employee's screen.
Employees will receive an email notification when a file is automatically or manually published.
To publish a file after it has been uploaded, please follow the steps below.
Manual publishing (publish in bulk)
① Click on the "Publish files" icon.
■To publish all files listed in the bottom row
② Click on "Publish all."
③ Click "Publish."
Publish all uploaded files for the employees listed in the bottom row.
■To publish only selected employee files
② Click on "Publish selected files."
③ Search by employee name or employee ID for the file you want to publish and specify the target.
④ Click "Publish."
Publish the uploaded files for the selected employee(s) shown in the bottom row.
* If multiple files have been uploaded for one employee with the same name in the list of listings, publish all files.
The "File publishing" progress bar will appear and the "Employee publish time" field will reflect the published date and time after the process is complete.
You will also see on the employee's file management screen that the file is now in "Status: Published".
Manual publishing (publish individually for each employee)
① Click on the name of the employee you wish to publish.
② Go to the "File management" screen for the employee. Click "Publish".
③ The status is "published".
Example of email notification to employees at the time of publication
The employee will receive a notification email when it is published.
Make "Unpublish" after publication
If you want to make a file unpublic after making it public to employees, you can make the file unpublish for everyone who has already made it public, or you can make it unpublish on an individual employee's screen.
■Make public files unpublic in bulk
① Click on the "Unpublish all" icon.
② If you click "Yes," all of the employee's public files listed in the bottom row will be made unpublic.
■Make unpublic on individual employee screen
① Click on the name of the employee you wish to make unpublic.
② Go to the "File management" screen for the employee. Click "Unpublish".
③ The status is "Not published".
You can download the information you see on the list screen in Excel. Please download as needed.
① Click the download icon.
② Click on the Excel file downloaded at the bottom of the screen.
③ You can download the excel sheet shown above.
・Click here for the Japanese version of this manual.
・For information on how to create and use a basic file box, see here.
File box (No workflow) For Admins & HR Managers
*If you wish to use the "File box" feature in the future, please contact us.