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Import, replace, and export employee dossier documents

The employee dossier in SwissSalary stores documents such as employment contracts, references, and certificates directly on the employee master record. Payroll or HR specialists with dossier access import individual documents, multiple files, or ZIP archives, replace existing files, export the dossier, and optionally send documents to Direct—during day-to-day work and for bulk imports.

Prerequisites

  • The employee is set up.
  • The required Document Types are defined on the Document Setup page. Document types control grouping and how documents appear in the dossier.

Import individual documents

  1. Open the employee card.
  2. Open the Employee Dossier.
  3. Navigate to the required document type.
  4. Choose the Import action.
  5. Select one or more files.

SwissSalary creates a dossier entry for each imported file with File Name, File Extension, File Size, and the current work date as the Date Created. The creator is filled automatically with the current user.

Import a ZIP archive

Use the Dossier ZIP Archive Import report to import multiple documents at once.

  1. Open the Dossier ZIP Archive Import report.
  2. Configure the options.
Field Description
File Name Select the ZIP archive using the lookup. Required field.
Description Optional description assigned to all imported documents.
Document Type The document type under which the files are stored in the dossier. The type must be of type Document (not group).
File Type Filter Restricts the import to specific file extensions.
Direct Activates sending to SwissSalary Direct.
Visible From The date from which the document is visible in SwissSalary Direct.
Direct - No Email Notification Suppresses the notification to the employee.
  1. Run the import.

SwissSalary automatically assigns the files in the archive to employees based on the employee number in the file name. After the import, SwissSalary shows the number of successfully imported documents.

Hinweis

You must select a ZIP archive before you start the import. Without an archive, the process stops with an error message.

Open and replace documents

Action Description
Open Opens the selected document in the related application. Keyboard shortcut: Alt+Enter.
Replace Replaces the existing file with a new version. SwissSalary automatically increases the Version No.

Export the dossier

Export a single document

  1. Select the dossier entry.
  2. Choose the Export action.
  3. Save the file.

Export multiple documents or the entire dossier

  1. Open the Dossier Zip Export report.
  2. Filter by Document Type and Employee.
  3. Run the export.

SwissSalary creates a ZIP archive with the filtered documents.

Send to SwissSalary Direct

If SwissSalary Direct is active, you can transmit individual documents directly to the employee:

  1. Select one or more dossier entries.
  2. Choose the Send with Direct action.

In the employee portal, employees can read and download provided documents and send their own documents to the employer. The subsequent synchronization of portal changes is a separate integration process.

Hinweis

SwissSalary Direct accepts files up to a maximum of 7.25 MB. Larger files can't be transferred.

Check the dossier

Check the following regularly:

Field Description
Status Shows the processing status of the document.
Private Marks the document as confidential.
Read Only Prevents changes to the document.
Version No. Shows the current version after replacement.
Expiration Date Shows the expiration date, if stored.
File Size Shows the file size of the stored document.

Good to know

  • If you start the ZIP import without an archive, the process stops—employee files remain incomplete.
  • If you choose a group type instead of document type Document, the file is not stored in the dossier and is missing during checks.
  • If the employee number is missing from the file name during a bulk import, no employee is assigned to the evidence and it can't be found later.
  • If you send files larger than 7.25 MB to SwissSalary Direct, the transfer fails and employees don't see the document.
  • If you replace files without checking Version No., Private, and Read Only, you risk confidentiality and the dossier audit trail.

See also