Two ways to look
Folder view for a structured organisation, table view for a quick overall picture. You choose according to what you are looking for.
- Folder view and table view
- Automatic filing rules
- Attachments as list columns
Contracts, amendments, letters, certificates. Filed automatically, viewable without downloading, shareable with a record.
I want a demoThe filing rule does the work. You no longer search for the shared folder holding the latest version of an amendment.
Folder view for a structured organisation, table view for a quick overall picture. You choose according to what you are looking for.
Contracts, amendments and leaving letters open in preview. No more files piling up in everyone’s downloads.
From the employee record, a document goes out with a read receipt or a signature request, and its status stays tracked.
A document space is not limited to the personnel file.
Agreements, internal rules, staff memos: your company has its own storage space, just like each employee. A useful complement to mandatory workplace notices.
Each employee finds their personal documents in their space, from their computer or the mobile app. Payslips uploaded by your payroll administrator are made available there every month.
Starting from custom templates, drafting HR documents becomes automatic: certificates, contracts, amendments. The document then goes out for electronic signature.
Both requirements coexist. Configuration by document type lets you meet them together.
For each document type, you define whether it can be anonymised or not. Your retention obligations and your erasure obligations do not apply to the same documents: the setting is made at the right level, not globally.
Documents remain hosted in France.
View their documents online, without having to ask for them
A preview of attachments directly in approval screens
Automatic filing by type, and an access log
More about document management
Everyone already stores their HR documents somewhere. The problem appears the day you have to produce the amendment signed in 2022, prove that a certificate was actually sent, or erase a former employee’s documents without touching what must be kept. That is when you measure the difference between a shared folder and document management.
A misfiled document is a lost document. Rather than relying on everyone’s discipline, a filing rule can be configured by document type: the contract, the amendment, the absence supporting document or the attachment to a certification land in the right place in the file with no manual handling.
Two display modes coexist: folder view for a structured organisation and table view for a quick overall picture. Attachments are also available as list columns, so you do not have to open each record to know what it contains.
Every download creates a copy that escapes the system and ages in someone’s local folder. Contracts, amendments and leaving letters open in direct preview, and supporting documents are shown as previews in the absence approval screens.
Fewer copies in circulation means fewer contradictory versions and a reduced risk on documents that contain personal data.
Sending a document and being able to prove it are two different things. From the employee record, a document goes out with a read receipt or a signature request, and its status stays tracked. Sharing links have an access log.
Anonymisation is configured by document type, which lets you meet opposing obligations: keep what must be proven, erase what must be erased. Data remains hosted in France. See also security and compliance page.
Nicoka HRIS is developed and hosted in France, serving more than 250 customers in 30 countries, with 6,800 employees managed. To go further: the HR foundation, employee data, security page.
Bring your document types and your retention rules. We will show filing, tracked sharing and signature from start to finish.
I want a demo