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Import Documents

Summary

Easily import and map employee documents in bulk by uploading a ZIP file and linking them to employee profiles using file names or folder names.


In this article

  • Before you begin
  • Step 1: Upload the ZIP file
  • Step 2: Select the mapping method
  • Step 3: Review and fix import errors
  • Frequently Asked Questions (FAQ)

Before you begin

Make sure you meet these conditions before uploading:

  • You have admin access to the Settings section
  • Your upload is in .zip format (only ZIP is supported)
  • The ZIP file size is under 100 MB
  • Each document is named clearly using either Email ID or Employee ID
  • You know whether you’ll map documents by file name or folder name
🛑 If you use unsupported file formats or exceed size limits, the upload will be blocked.

Step 1. Upload the ZIP file

  1. Go to Settings > Import
  2. Click on Import Document
  3. Drag and drop or click Upload to add your .zip file
  4. Once uploaded, the file name will display below the upload box
  5. Click Next

Step 2. Select the mapping method

This step tells the system how to identify which document belongs to which employee.
You’ll see three dropdowns — here's how to use them correctly:

1. Uploading Folder

Select the ZIP folder you just uploaded.

2. Mapping Documents

Choose how your document structure is organised:
  • Folder Name – choose this if you’ve placed documents inside folders named after the employee's Email ID or Employee ID
  • File Name – choose this if the document file names themselves are the Email ID or Employee ID

3. Match Type

  • Exact – document names must exactly match the ID (recommended)
  • Contains – use this only if file/folder names include the Email ID (not suitable for Employee ID)

4. Identifier

Choose whether you’ve used Email ID or Employee ID in the naming.
📌 Correct Mapping Examples:
Folder/File Naming
Match Type
Identifier
Folder name = john.doe@email.com
Exact
Email ID
File name = EMP12345
Exact
Employee ID
File name = doc_john.doe@email.com_id123
Contains
Email ID
 
 

⚠️ Error Message:
"Some employees might not have access to the selected folder."
This means that one or more users you're importing documents for do not have access to the folder you selected — it's not related to folder naming. Double-check user access permissions.

Step 3. Review and fix import errors

    Once document mapping is done, the system runs a validation check.
    1. Any errors will be listed under the Error Description column
    2. You can choose to Skip individual failed rows
    3. Click Download Error File to review all problems at once
    4. After fixing or skipping, click Submit to complete the import
    🕒 If the loading screen takes longer at the final stage:
    This means your ZIP file includes a large number of documents. Please wait — the system is processing them in the background.
    ✅ On success, you'll see a message like:
    “7 document files imported successfully.”
    These will be visible under each employee’s Documents tab in PlumHR.
     
     

    Common Error Types

    Error Message
    Explanation

     
    User does not exist
    The email or ID used does not match any employee in the system

     
    Invalid email format
    File/folder name isn't a valid email (e.g., extra symbols or wrong casing)

     
    Some employees might not have access to the selected folder
    Users in your import do not have folder-level access (permission-related)

     
    File name/folder does not match mapping method
    Selected logic (file/folder + ID type) does not match the data

     
    Large ZIP taking time
    Just wait — system is handling bulk documents

     

    Frequently Asked Questions (FAQ)

    1. What file format can I upload?

    Only .zip is accepted. Inside, you can include PDFs, images, or Word docs.


    2 . What happens if a user is not found during import?

    You’ll see a “User does not exist” error. You can skip that row or correct the identifier.

     

    3. What if the upload takes too long at the end?

    That means your ZIP file has many documents. The system is loading and assigning them. Wait a few minutes — this is expected.

    4. Can I use Employee ID instead of Email?

    Yes — as long as your mapping dropdowns are aligned with how you named files/folders.

    5. What’s the difference between ‘Exact’ and ‘Contains’?

    • Exact: Full match is required (e.g. abc@email.com)
    • Contains: File/folder only needs to contain the email (e.g. doc_abc@email.com_1.pdf) — works only with Email ID

    6. Where do the documents appear after import?

    They’re added under the employee’s Documents tab in PlumHR.

    7. Can I download all errors in one go?

    Yes. Use the Download Error File link shown in the error screen.