Use Upload Documents to ask team members for the documents they bring to the job, like food handler cards, alcohol server permits, work permits for minors and driver's licenses. Team members upload from a text or email link, you review what comes in, and Workstream tracks expiration dates for you.
Before you start
📌 Access needed: To create an upload document, you need the Manage documents (Create, Edit, Archive) permission. To add recipients, you need the Assign company documents to active team members permission. To review uploads or upload a file for a team member, you need View sensitive worker information › View full details (SSNs, DOBs), and access to that team member's location and department. If you don't have access, contact your Super Admin.
Upload Documents is available on selected accounts. If you don't see Collect files when you add a document, it isn't on for your account yet.
Create an upload document
Go to Documents and click Add document.
Choose Collect files.
Enter a Document name, for example "Food Handler Card". Pick a Document type if you use them.
Under Which locations can use this document?, choose the locations that can use it.
Turn on Require expiration date if the document expires. Team members can't submit without a date, and you can choose how many days before expiry Workstream asks for a renewal.
Add Upload instructions, and a Sample file if it helps team members send the right thing.
Click Create.
Ask team members to upload
Open the document and go to the Recipients tab.
Click Add recipients. Choose team members one by one, or add everyone at a location, everyone in a department, or all team members.
Add a message if you like, choose email, text or both, and send.
Adding someone who is already a recipient does nothing. Removing a recipient keeps any files they already sent.
Track who is missing, expiring or expired
The Recipients tab shows each team member's status and expiration date:
Status | What it means |
Missing | Nothing accepted yet |
Needs review | A file is waiting for you |
Expiring soon | The accepted file is inside the renewal window |
Expired | The accepted file's expiration date has passed |
Valid | The accepted file hasn't expired (documents with an expiration date) |
Uploaded | A file was accepted (documents without an expiration date) |
Use the Status filter to see who needs attention. The Tasks tab lists pending, completed and cancelled upload requests.
Review an upload
Every file a team member sends needs review. Reviewers aren't notified when a file comes in, so check Needs review on the document's Recipients tab.
Click the file in the Recipients tab.
Check it, and fix the expiration date if the team member entered it wrong. You can add a note that only staff can see.
Click Accept, or Request re-upload to send the team member a new request.
Upload a document for a team member
If a team member hands you the original, you can upload it for them. This completes their open request, records who uploaded it, and accepts the file right away.
On the document's Recipients tab, open the menu on the team member's row and click View detail.
Go to the Files tab and click Upload.
In the Upload a document window, add the file.
Reminders and renewals
Workstream reminds team members automatically 1, 3 and 7 days after a request. You can also click Send reminder on the Tasks tab.
Upload links expire after 30 days. If a team member's link has expired, click Send reminder to send a new one.
Workstream checks expiration dates every day. When an accepted file enters the renewal window, the team member moves to Expiring soon and gets a renewal request. On the expiration date they move to Expired.
When a renewal is accepted, the old file stays in the team member's file history.
Good to know
Team members upload one file per request. Ask them to combine multi-page documents into one file.
Accepted file types: PDF, PNG, JPG, HEIC and DOCX, up to 10 MB.
Team members can't see their uploaded files afterwards.