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Adding and Managing Documents

Learn how to add and manage documents + expiry reminders

StaffAny avatar
Written by StaffAny
Updated yesterday

Contents of this article are applicable to the following users

Tier: NA

Product: HireAny

Platform: Web

Access Level: Owner

Documents is part of HRAny – and it's free during our beta period! HRAny will officially launch as a paid Core HR module in the second half of 2026, covering Contracts & Signatures, Onboarding, and Employee Self-Serve.

As a thank-you for your early feedback and support, users who start using Documents now will receive free HRAny credits for one year after the paid launch (that’s free access until mid-2027!) Give it a try today, and let us know if you’d like to learn more about HRAny!

Easily upload documents for individual staff and set an email reminder X months before the expiry date to stay on top of important deadlines. You will also receive an email reminder on the actual expiry by default.

This guide will cover how to:

  1. Adding Documents

  2. Managing Documents

    1. Editing Documents

    2. Downloading Documents

    3. Deleting Documents

  3. Managing Email Notification Reminders

  4. FAQ

Adding Documents

To add a new document for your staff,

  1. Go to My Team > Select a staff profile > Click on the Documents tab

  2. Click on the Add Document button

  3. Upload the document from your device. Take note of the supported document formats (JPG, JPEG, PNG, PDF, DOC, DOCX) and that each file size has a max limit of 10 MB.

    1. If the document has an expiration date and you want to be reminded, enter the expiry date

    2. By default, all owners will receive an email notification on the actual date of expiry. If you want to receive another reminder X months in advance, you may set an additional expiry reminder.

    3. To turn off email reminders, see here.

  4. Once the document has been uploaded and the expiry reminders are set, click on Add button

  5. The newly uploaded document will appear in the table

Managing Documents

Editing Documents

You are only able to edit the expiry date and additional expiry reminder duration. If you would like to replace the uploaded document, you can delete and add the new document.

  1. On documents page, click on the edit button

  2. Edit the relevant details and click on the Edit button to save your changes.

Downloading Documents

  1. On documents page, click on the download button

  2. If the uploaded document is in .doc / .docx format, it will be automatically downloaded to your device

    1. If the uploaded document is an image (.jpg / .jpeg/ .png) or in PDF format, it will open on a separate tab.

      1. On the image, right click > select Save Image As > download to your device.

      2. For the PDF format, click on the download button

Deleting Documents

To delete a document,

  1. On documents page, click on the delete button

  2. Click on Delete to remove all data from StaffAny. Do note that deleted data can no longer be retrieved in the future.

Managing Email Notification Reminders

Email notifications for expiry reminders will be sent to all users with owner access level by default. To manage the email reminders,

  1. Go to Settings > Notifications

  2. Scroll down to Document Expiry Reminder, and check / uncheck the checkbox to enable and disable email notifications respectively

FAQ

Q: Is it possible to upload or download multiple documents at once in StaffAny?

Unfortunately, we are not able to support this at the moment. Do raise it to us in the help chat to let us know if it’s a feature you really need

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