Employee file
Every employee’s file, complete and in order
Contract, ID document, certificates, letters: everything in the right category, without network folders and spreadsheets. And if something required is missing, you see it before anyone asks for it.
When the inspection comes, the document has to be there
A training certificate in an email, the signed contract in a shared folder, the updated version on a colleague’s desktop: that is how employee files fall apart. In Anagrafika each employee has a grid of document categories, the ones required for their profile are marked and the completeness percentage tells you at a glance where you stand. Every document keeps all its versions, and none is lost when you upload the new one.
How it works
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You open the file
From the list you click the employee and see the grid of their document categories, with the number of documents in each and the completeness percentage at the top.
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You drag the document in
Drop the file straight onto the category without opening it, or use «Upload document». PDF, DOCX, images and other formats, up to 50 MB per file.
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You see what is missing
Required categories that are still empty stay in view, and the summary counts the missing required documents. You know whom to ask for what, without opening folder after folder.
One employee, one file. And you always know what is there and what is missing.
What you can do
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Every version, always
With «Update document» you upload the new version and the previous one stays in the history. Each version can be downloaded on its own, with who uploaded it and when.
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Preview without downloading
PDFs open in preview right inside the file: you check the content without filling up your Downloads folder.
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Document in the wrong category? Move it
With «Change document category» you move it where it belongs, with all its versions. No need to delete it and upload it again.
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Required categories always in view
If you switch it on in the settings, required categories appear in the file even when empty, as placeholders: the gap is visible, not forgotten.
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The company seen from above
The company page has General, Documents and Preservation tabs. Documents is a tree by category and employee, with an A-Z level by surname when there are many people.
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Preservation status next to the file
With the Long-term Preservation extension each document shows whether it is «Preserved», «Pending» or «Not sent», and a fully preserved category is marked with a padlock.
Frequently asked questions
How does Anagrafika know which documents are missing?
From the employee’s profile: each profile lists the expected document categories and marks which ones are required. The file compares what is there with what is needed and works out the completeness.
How large can a document be?
Up to 50 MB per file. PDF, DOCX, JPG, PNG and the other common formats are accepted.
If I upload a new version, is the old one lost?
No. The new version becomes the current one and the earlier ones stay in the version history, each one downloadable.
Is the employee file already in compliant long-term preservation?
The file keeps documents in order and safe in a dedicated archive. Compliant long-term preservation, with submission to the preservation provider and receipts, is an extension to switch on: when it is active, the preservation status appears next to each document.
The other Anagrafika features
Bring order to your personnel files
Request a demo: we’ll show you how Anagrafika collects, organizes and keeps personnel files complete.
Alex