--- title: "Documents Tab - Standard Folders" slug: "documents-folder" description: "Standard document folders on the Employee Documents tab — upload, rename, move, and delete files across standard and system folders." updated: 2025-08-26T19:48:14Z published: 2025-08-26T19:48:14Z canonical: "docs.restaurant365.com/documents-folder" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Documents Tab - Standard Folders The top-level folder of the Documents tab, as well as all manually created folders, have the same layout and functions. These folders store documents associated with the employee. Documents are viewable and uploadable per payroll company. > The ['Signed documents’ folder](/doc/docs/workforce-documents-signed-documents-folder) has different functions related to documents that the employee is required to sign. Learn more about [signed documents](/doc/docs/workforce-documents-signed-documents-folder). > The ['Work eligibility’ folder](/doc/docs/work-eligibility-folder) has different functions related to the employee’s I-9. Learn more about [work eligibility](/doc/docs/work-eligibility-overview). In standard folders, users can: - Create folders - Rename manually created folders - Delete manually created folders - Open child folders - Move files and folders to other folders - [View files](/doc/docs/employee-document-details) - Add files - Rename manually added files - Delete manually added files --- ## Security Users must have the following permission(s) to view and/or edit employee documents: - Labor → Employees → Documents → View Documents - Labor → Employees → Documents → Edit Documents These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation Open the employee’s [employee record](/doc/docs/employee-record), select the Documents tab, then select the desired folder. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CGPZFPQ0.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D) --- ## Documents Folder Buttons and Fields ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/7d873cb3-6f13-44d2-b044-e3beb357eb06.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D) | | **Button/Field** | **Description** | | --- | --- | --- | | **1** | Company Menu | Indicates which [legal entity](/doc/docs/workforce-setup-payroll-companies-and-payroll-clearing-settings) documents are currently displayed for. Click to open the drop-down menu of all legal entities available. | | **2** | Navigation Menu | Lists the current folder being viewed and the path to that folder. Click a folder name to navigate to it. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c8874a3e-8abc-483a-a31b-82d141ef453d.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D) | | **3** | New File | Click to select a file for upload. > Files manually added to the ‘Signed documents’ folder will not prompt the employee for a signature, but will be accessible by the employee via [My Pay](/doc/docs/r365-app-my-pay-employee-self-service). Learn more about [adding documents that require a signature here](/doc/docs/workforce-documents-signed-documents-folder). Files can also be uploaded by dragging and dropping onto the list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b32abbbb-a20c-4a1b-a5e7-0e3cadef6337.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D) | | **4** | Action Menu | Contains the following actions: **New Folder** - Adds a folder inside of the currently displayed folder. When clicked, a popup will appear where the new folder can be named. The new folder is created when **Create** is clicked. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/adacdc44-6bb2-477a-8d4f-e5f224c28bb5.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D) > New folders cannot be added to the ‘Signed documents’ folder. **Move** - Moves the selected documents or folders to a different folder. > - Move is only enabled after one or more files or folders have been selected (#7). > - The ‘Signed documents’ folder and the files contained in it cannot be moved. **Delete** - Deletes the selected documents or folders. > [!NOTE] > - Delete is only enabled after one or more files or folders have been selected (#7). > - The ‘Signed documents’ folder cannot be deleted. > [!WARNING] > Deleting a folder will delete all files and folders within it. | | **5** | Search | Filters the Documents grid for the entered text. | | **6** | Smart Grid Controls | Users can perform the following actions: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/5cc951e3-bb71-4e50-9882-a68970532d37.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D)- Filter column information. ![Columns](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9a5b2d1b-f33c-4e9f-9f86-05765672e028.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A05%3A06Z&se=2026-11-12T11%3A05%3A06Z&sr=c&sp=r&sig=ugIVOdndO8G5ZUrCzOKwmxyr4dPS48Km5KWU2QpCyzQ%3D)- Rearrange table columns. Learn more about [working with Smart Grids here](/doc/docs/working-with-smart-grids). | | **7** | Bulk Select | Click to select the file or folder. Selecting one or more files or folders will activate the Delete and Move options in the Actions menu (#4). | | **8** | File or Folder | Details for the file or folder: **Name** - Name and icon for the file or folder. **Created On** - Date file or folder was created. **Created By** - User who created the file or folder. **Status** - Status of the document in the ‘Signed documents’ folder. Click the row to open the [file](/doc/docs/employee-document-details) or folder. | | **9** | File/Folder Menu | Contains the following options, based on whether the item is a file or a folder: **Files** - **Download** - Click to download the file. - **Rename** - Click to rename the file. - **Move** - Click to move the file to a different folder. - **Delete** - Click to delete the file. - **Activity** - Click to view the changelog for the file. **Folders** - **Rename** - Click to rename the folder. - **Move** - Click to move the folder to a different folder. - **Delete** - Click to delete the folder and **all folders and files within it.** > The ‘Signed documents’ folder cannot be renamed, moved, or deleted. | A database entry that contains detailed info about an employee, including personal details and employment history. An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.