## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/us/payroll/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Documents

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**Note:** This feature is available only for certain plans of Zoho Payroll. Visit our [pricing page](/us/payroll/pricing/) to check if it’s available in your current plan.

The **Documents** module in Zoho Payroll allows you to securely store, manage, and access employee and organization-related documents. This module serves as a centralized repository for essential files such as offer letters, employment agreements, and other payroll-related documents. You can also choose to make specific documents accessible to employees via their **Employee Portal**, making it easier for them to view or download important files whenever needed.

## Types of Folders

In Zoho Payroll, the **Documents** module is divided into two main sections:

1.  [Organization Folder](/us/payroll/help/employer/documents/#organization-folder)
2.  [Employee Folder](/us/payroll/help/employer/documents/#employee-folder)

### Organization Folder

*   This folder is intended for storing documents related to the entire organization, such as company policies, payroll guidelines, or leave policies.
*   Before uploading any document, you must first [create a folder within the Organization Folder](/us/payroll/help/employer/documents/#create-organization-folder) to categorize and store the files effectively.

### Employee Folder

*   This folder is intended for storing employee-specific documents, such as offer letters, revision letters, or employment agreements.
*   Similar to the Organization Folder, you must [create a folder within the Employee Folder](/us/payroll/help/employer/documents/#create-employee-folder) before uploading documents.

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## Create Folders

Before you can upload documents in the **Documents** module, you need to create folders in both the **Organization Folder** and the **Employee Folder**.

### Create Organization Folder

To create a folder in the Organization Folder:

1.  Go to the **Documents** module.
2.  Click the **+** icon next to _Org Folder_.

![Create a New Organization Folder in the Documents Module](/payroll/help/us/documents/create-new-org-folder.png)

3.  Enter the **Folder Name** (e.g., Compliance Files, Company Policies) and **Description**.

![Add Details to Create a New Organization Folder](/payroll/help/us/documents/add-org-folder-details.png)

4.  Click **Save**.

The organization folder will be created, and you can [upload organization-related documents](/us/payroll/help/employer/documents/#upload-documents-in-organization-folder) into it.

### Create Employee Folder

To create a folder in the Employee Folder:

1.  Go to the **Documents** module.
2.  Click the **+** icon next to _Employee Folder_.

![Create a New Employee Folder in the Documents Module](/payroll/help/us/documents/create-new-employee-folder.png)

3.  Enter the **Folder Name** (e.g., Offer Letters, Revision Letters) and **Description**.

![Add Details to Create a New Employee Folder](/payroll/help/us/documents/add-employee-folder-details.png)

4.  Click **Save**.

The organization folder will be created, and you can [upload employee documents](/us/payroll/help/employer/documents/#upload-documents-in-employee-folder) into it.

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## Upload Documents

You can upload documents in both the **Organization Folder** and **Employee Folder**.

**Insight:**

*   **Supported File Formats:** PNG, JPG, JPEG, GIF, BMP, TIFF, PDF, DOC, DOCX, XLS, XLSX, XML, CSV, ZIP
*   **Maximum File Size:** 50 MB

### Upload Documents in Organization Folder

To upload a document in the Organization Folder:

1.  Go to the **Documents** folder.
2.  Click **Org Folder** and select a folder.
3.  Based on the contents in this folder, follow one of these steps:
    *   If the folder is empty, directly drag and drop the file, or click **Choose file to upload** to select one from your device.
    *   If the folder contains files in it, click **Add Documents** on the top right.

**Insight:** You can upload only one file at a time. To upload multiple files, compress them into a ZIP file.

4.  To allow your employees to view the document in the Employee Portal, enable the **Show document in portal** checkbox.

![Upload Organizational Documents in Zoho Payroll](/payroll/help/us/documents/upload-organization-documents.png)

5.  Click **Save File**.

Once saved, you can [manage these organization-related documents](/us/payroll/help/employer/documents/#manage-organization-documents) anytime.

### Upload Documents in Employee Folder

To upload a document in the Employee Folder:

1.  Go to the **Documents** folder.
2.  Click **Employee Folder** and select a folder.
3.  Based on the contents in this folder, follow one of these steps:
    *   If the folder is empty, directly drag and drop the file, or click **Choose file to upload** to select one from your device.
    *   If the folder contains files in it, click **Add Documents** on the top right.

**Insight:** You can upload only one file at a time. To upload multiple documents, compress them into a ZIP file. Ensure each file in the ZIP is named using the employee’s ID (e.g., EMP-101.pdf) to associate it correctly.

4.  Select an employee from the **Associate document to** dropdown.
5.  To allow the employee to view the document in the Employee Portal, enable the **Show document in portal** checkbox.

![Upload Employee-Related Documents in Zoho Payroll](/payroll/help/us/documents/upload-employee-documents.png)

6.  Click **Save File**.

Once saved, you can [manage these employee-related documents](/us/payroll/help/employer/documents/#manage-employee-documents) anytime.

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## Manage Organization Documents

Once you upload documents in the Organization Folder, you can:

*   [Download the documents](/us/payroll/help/employer/documents/#download-organization-documents)
*   [Edit the documents](/us/payroll/help/employer/documents/#edit-organization-documents)
*   [Move a document to another folder](/us/payroll/help/employer/documents/#move-organization-documents)
*   [Delete the documents](/us/payroll/help/employer/documents/#delete-organization-documents)

### Download Organization Documents

To download a document in an Organization Folder:

1.  Go to the **Documents** module.
2.  Click **Org Folder** and select a folder.
3.  Click the document name and then click **Download** at the top right.

The document will be downloaded to your device.

### Edit Organization Documents

To edit a document in an Organization Folder.

1.  Go to the **Documents** module.
2.  Click **Org Folder** and select a folder.
3.  Click the **more** icon next to a document and select **Edit**.

![Edit Organizational Documents in Zoho Payroll](/payroll/help/us/documents/edit-organization-documents.png)

4.  Enable or disable the **Show document in portal** checkbox.
5.  Click **Save**.

The document details will be updated.

### Move Organization Documents

To move an organization document to another folder within the Organization Folder:

1.  Go to the **Documents** module.
2.  Click **Org Folder** and select a folder.
3.  Click the document.
4.  Click **Move To** and select the destination folder.

The document will be moved to the destination folder.

### Delete Organization Documents

If a document is no longer needed, you can delete it from your Organization Folder. Here’s how:

1.  Go to the **Documents** module.
2.  Click **Org Folder** and select a folder.
3.  Click the **more** icon next to a document and select **Delete**.

![Delete Organizational Documents in Zoho Payroll](/payroll/help/us/documents/delete-organization-documents.png)

4.  In the popup that appears, click **Yes**.

The document will be moved to [Trash](/us/payroll/help/employer/documents/#trash). You can [restore the deleted document](/us/payroll/help/employer/documents/#restore-deleted-documents) whenever required.

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## Manage Employee Documents

Once you upload documents in the Employee Folder, you can:

*   [Download the documents](/us/payroll/help/employer/documents/#download-employee-documents)
*   [Edit the documents](/us/payroll/help/employer/documents/#edit-employee-documents)
*   [Move a document to another folder](/us/payroll/help/employer/documents/#move-employee-documents)
*   [Delete the documents](/us/payroll/help/employer/documents/#delete-employee-documents)

### Download Employee Documents

To download a document in an Employee Folder:

1.  Go to the **Documents** module.
2.  Click **Employee Folder** and select a folder.

**Insight:** Use the **Employee Type** filter (Active Employees/Exited Employees) to locate documents quickly.

3.  Click the document name and then click **Download** at the top right.

The document will be downloaded to your device.

### Edit Employee Documents

To edit a document in an Employee Folder.

1.  Go to the **Documents** module.
2.  Click **Employee Folder** and select a folder.
3.  Click the **more** icon next to a document and select **Edit**.

![Edit Employee-Related Documents in Zoho Payroll](/payroll/help/us/documents/edit-employee-documents.png)

4.  Update the employee in the **Associate document to** dropdown.
5.  Enable or disable the **Show document in the portal for the associated** checkbox.
6.  Click **Save**.

The document details will be updated.

### Move Employee Documents

To move an organization document to another folder within the Employee Folder:

1.  Go to the **Documents** module.
2.  Click **Employee Folder** and select a folder.
3.  Click the document.
4.  Click **Move To** and select the destination folder.

The document will be moved to the destination folder.

### Delete Employee Documents

If a document is no longer needed, you can delete it from your Employee Folder. Here’s how:

1.  Go to the **Documents** module.
2.  Click **Employee Folder** and select a folder.
3.  Click the **more** icon next to a document and select **Delete**.

![Delete Employee-Related Documents in Zoho Payroll](/payroll/help/us/documents/delete-employee-documents.png)

4.  In the popup that appears, click **Yes**.

The document will be moved to [Trash](/us/payroll/help/employer/documents/#trash). You can [restore the deleted document](/us/payroll/help/employer/documents/#restore-deleted-documents) whenever required.

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## Trash

Deleted documents from both folders (Org Folder and Employee Folder) will be moved to **Trash**. From here, you can:

*   [Restore deleted documents](/us/payroll/help/employer/documents/#restore-deleted-documents)
*   [Delete documents permanently from Zoho Payroll](/us/payroll/help/employer/documents/#delete-documents-permanently)

### Restore Deleted Documents

To restore deleted documents:

1.  Go to the **Documents** module.
2.  Click **Trash** at the bottom of the _Documents_ panel.
3.  Click the document to be restored.

**Pro Tip:** You can select multiple documents to restore them in one go.

4.  In the _Document Details_ panel, click **Restore**.

The document will be moved back to its original folder.

### Delete Documents Permanently

By deleting a document from the **Trash**, you can delete it permanently from Zoho Payroll. Here’s how:

1.  Go to the **Documents** module.
2.  Click **Trash** at the bottom of the _Documents_ panel.
3.  Click a document and click the **delete** icon.

**Pro Tip:** You can select multiple documents to delete them all at once.

4.  In the popup that appears, click **Yes**.

The document(s) will be permanently deleted from Zoho Payroll.