The HR Documents Importer lets you upload a single zip file containing all of your employees' HR documents, and Tanda automatically sorts and files each one against the right employee profile and document type, instead of you uploading files to each profile one at a time.
This is especially useful when:
You're migrating from another system and need to bring historical documents across
You're onboarding a large batch of new employees who already have signed paperwork
You've been storing HR files outside Tanda and want to consolidate them onto employee profiles
What this help guide covers:
Formatting the File
Tanda reads the folder and file names inside your zip to work out which employee each file belongs to and what type of document it is. The more structure you add, the less you'll need to assign manually during the import.
There are two main ways to label your files so they are matched automatically:
Option 1: Put each employee's files in a folder named after them. Tanda matches the folder name to an active employee in your account. Inside each employee's folder, use a subfolder named after the document type, and every file in it will be filed as that type.
Option 2: Named Documents. If you don't have folders for every document type, Tanda can also match the employee from the file name itself (for example, Employment Agreement Contract - Amber Warner.pdf would be recognised as a contract for Amber Warner).
The supported file formats (what can be uploaded) include:
PDF
Word documents
Images (JPG, PNG, GIF)
Text files
CSV files
Outlook emails.
The document types (what they are mapped to in Tanda) include:
Contracts
Documents
Warnings
Performance reviews
Training
Forms
File notes
Other
Some document types are only available when using Tanda HR.
Importing the File
To upload your file, go to Settings > All Settings > Import & Export > HR Documents. The importer runs through four steps:
Select zip: Upload a single zip file (up to 1 GB) and choose a default for who can see the files (the employee and/or their manager). You can change this per file in the next step.
Assign files: Tanda scans the file and shows each individual file with its matched employee, document type and visibility.
For any of these, choose the correct employee and document type from the dropdowns, or tick Don't import to leave the file out.
Files that can be successfully matched are marked Ready; anything ambiguous is marked as Needs review. A file can be marked as such if:
No active employee matches the folder or file name
More than one active employee could match
If a file can't be imported at all, it is skipped rather than needing review. For example, unsupported file types, nested zip files, files over 15 MB, shortcuts or symlinks, and password-protected files:
Once each file is reviewed and configured, scroll to the bottom and click Preview Contents:
Preview: This page will show a summary of what will be created and what will be skipped, based on your edits. Nothing is created yet at this point.
Results: Once you import, Tanda files each document against the right profile and shows a final count of files created and skipped, with a line-by-line breakdown you can search.
Viewing Imported Files
Every imported file appears in the employee's Notes & Files tab, and also shows up wherever that document type is normally found in Tanda.
For example, a file imported as a contract appears as 'Imported' under Contracts on the employee's profile and on the Sent Contracts page.
Additional Notes
Every uploaded file is filed as a new document. Tanda doesn't check whether a matching one already exists on the profile. Importing the same zip twice will file everything twice, so only run an import with the same file once.
Files over 15 MB are skipped.
The zip itself can be up to 1 GB.