Documents · Digital personnel file
LiveNorthwind HCM connects contracts, evidence and employee documents with the right personnel record. Authorised roles find information faster, while employees can submit and access approved documents through self-service.
Structured document management
Documents stay connected to the relevant employee and process instead of disappearing into detached folder structures.
Access follows roles and responsibilities so sensitive documents are available only to authorised people.
Employees and HR work on the same foundation when records are added or required for a payroll process.
Agree the documents needed for a new starter and assign incoming records to the employee. HR can then review available documents alongside core HR information.
A document is more useful when payroll can identify the employee and the change it supports. The personnel file connects that evidence with the relevant HR and payroll work.
Before introducing digital employee files, define the document structure, ownership and access needed by each role. Use representative employee cases to review the intended setup.
More than file storage
For a new starter, HR can bring the employment contract and required evidence together at the employee record. During employment, further documents stay connected to that person and the relevant process. This gives HR and payroll a shared point of reference when preparing monthly changes.
Document flow
HR or employees provide records in the intended employee and process context.
Status and permissions show which documents are available and who is allowed to access them.
Required records remain available for HR, self-service and payroll work at the correct employee record.
Related product areas
A digital personnel file brings employee contracts, evidence and HR documents together in a structured, access-controlled record for each employee.
Yes. Employee self-service lets employees upload intended documents and access approved records within their permissions.
Documents are linked to employee data and related HR processes rather than managed in isolation, preserving their operational context.
Payroll-related documents and evidence can be assigned to the relevant employee and process so HR can identify missing information earlier.
A shared drive stores files in folders. A digital personnel file links documents to the employee record and related HR processes, with role-based access and defined employee self-service. This keeps documents and employee data in the same operational context.
Typical records include employment contracts, supporting evidence and documents used in HR or payroll processes. Your organisation should define the required categories, responsibility for maintaining them and the access needed for each role.
Start by matching documents to reliable employee identifiers, agreeing categories and removing ambiguity about ownership. Review permissions and representative employee cases before deciding how to transfer the wider collection.
We walk you through the relevant modules and the path to a structured implementation.
