Overview
New hires can access files you've uploaded — like training manuals, company policies, or helpful guides. As an admin or editor, you upload these files in one of two places, depending on who needs access:
Private Files — for one specific user
Group Files — for everyone in a group
Example
For instance, if a new hire needs a personalised salary document, upload it as a Private File to their profile. If your whole Marketing team needs the same brand guidelines, upload it once as a Group File instead of repeating it for each person.
📌 Important: If you're testing with a test account, or your own admin/editor account, and the file or file section doesn't appear on the knowledge item page, check that the file is actually linked to the account, or added to the relevant group linked to the account. An account with no group attached won't see any Group Files, for example.
Private Files vs. Group Files
Private Files: Upload a file to one individual user. Useful for personalised documents, like a role-specific manual. Managed via User Management → select the user → Files and Forms.
Group Files: Upload a file that's shared with everyone in a group. Useful for company-wide policies or department guides. Managed via User Management → Manage Groups → select the group → Files.
Where can new hires find their files?
For a walkthrough of where this appears on the new hire's side, see Where do new hires find their file(s)?
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