Manage Files in Personnel Folders

Access to Personnel Folders and files, is dependent on the folder's configured security permissions. Permissions to these folders are assigned through various identifiers such as: SchoolFront Roles, Departments, Position Title, Bargaining Unit, or Employee Groups. 

Contents

Access Employee

View Files

Add Files

Edit Files

Delete Files

Folder Grid Functions: Zipped Package, PDF Package, Scan Cover Sheet, Upload Zip, Purge, Export

All Personnel Files Management

Access Employee

1. Navigate to the Human Resources / Active Employees 
2. Locate the Employee (use the filter if needed)
3. Click the magnifying glass in the employee's row
4. In the lower half of your screen, select the tab "Tabbed Personnel Folders" 

5. Select the folder that contains the document (the folder title will turn white when selected), the folder contents will display:

   

View Files

To view the file: 

1. Click the "View File" icon in the file line

   

2. A tab on your browser will display the PDF version of the file

Add Files

For complete instructions on adding files, please reference: Adding Documents/Files to Personnel Folders

Edit File

To edit a file's name or placement:

1. Click the pencil icon in the file line

2. A pop-up window "Edit Personnel File" will display

   

3. The File Name can be changed by typing over the text in the box
4. To change the destination folder of the file, select from the "Personnel Folder" drop-down menu
5. Click "Save Changes", or click "Cancel" to back out and cancel the edit

Delete File

Please Note: Deleting Files is IRREVERSIBLE and PERMANENT!! Proceed with caution

1. Click the red X in the file line

2. The Confirm File Deletion pop-up will display

   

3. Click Confirm Deletion to delete the file; or click Cancel to back out and do nothing

Folder Grid Functions

The following actions are available within the Tabbed Personnel Folder section. To execute any of these, select items by checking the boxes within each row, then click the link for your selected action:

Zipped Package

PDF Package

Scan Cover Sheet

Upload Zip

Purge

New Personnel File

Export

Zipped Package

1. Select items to be included then click "Zipped Package"

2. The files will download and display the following options to open or save them to your device

   

PDF Package

1. Select items to be included then click "PDF Package"
2. The documents will open in a separate browser window for further PDF actions as needed

Scan Cover Sheet

1. Select item(s), and click "Scan Cover Sheet(s)"
2. Confirm the number of records and click:
   1. Generate to View the Cover Sheet
   2. Generate and Download to View and Download the Cover Sheet to your local computer
   3. Cancel to back out

Upload Zip

1. Click "Upload Zip" and the following pop-up will display:

   

2. Drag/Drop files or click within the box to include the files needed
3. Click Parse Zip to complete; or Cancel to back out without proceeding

Purge

Please Note:

Purging Files is an irreversible action and Files cannot be recovered once purged!

1. Check the boxes of each line item to be purged
2. Click Purge

3. The Purge File Confirmation pop-up will display

   

   1. Enter the number of selected records
   2. Enter Notes about why these are being Purged
   3. Click Confirm to complete the Purge; Click Cancel to back out without purging

New Personnel File

  For these instructions, please see: Adding Documents to Personnel Folders

Export

1. Select items to be exported and click "Export" (click the "Export" link above for detailed instructions on exporting)
2. Open or save your file through your browser:

All Personnel Files Management

For instructions on managing all district personnel files, please reference: All Personnel Files: District Personnel File Management