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Overview

This feature gives employees a place to store and organize files directly within SkillsDB — no external file-sharing service required. Employees can upload supporting materials such as certificates, licenses, resumes, training records, and any other relevant documentation to their personal profile. Files in SkillsDB serve three primary purposes:

1. Providing documentation for the certification workflow: when an employee submits certification details, they attach supporting documents as evidence of completion.
2. Support training records in a similar way — employees attach proof of training as part of a training record submission.
3. Employees can upload general-purpose files to their profile for reference, accessible to managers who oversee them.

As an administrator, your primary responsibility in the files feature is configuring document types — the categories used to classify uploaded files. Document types appear as a required field during every file upload, keeping your organization’s documents organized and filterable. SkillsDB ships with a default set of system document types, and you can add as many custom types as your organization needs. Files are stored securely in cloud storage and are accessible only to the employee who uploaded them, their managers, and administrators with the appropriate permissions.

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Prerequisites

Before managing Documents settings, you need:

• Permission level: Administrator role in SkillsDB
• Access requirement: Navigate to Settings > Files to manage document types

Employees can upload documents without any special permissions beyond a standard SkillsDB account. Managers can view documents uploaded by their direct reports.

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Understanding File Types

Filea types are administrator-configured categories that classify uploaded files. Every file uploaded to SkillsDB must be assigned a document type at the time of upload. File types appear as a dropdown in the upload modal and as a filterable column in the files table. SkillsDB includes system document types that cannot be deleted. System types are used internally by the platform to categorize certification attachments, training record attachments, and general files. You can supplement the system types with custom types that reflect your organization’s specific filing conventions.

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Configuring File Types

Administrators manage file types from the Settings page. File types you create here become immediately available as options during file upload across your entire organization.

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Adding a new document type

1. Navigate to Settings from the left sidebar
2. Locate the Files section and select Configure file types
3. In the Manage File Types drawer, select Add Type
4. Enter a Type Name (maximum 50 characters, required)
5. Optionally, enter a Description to clarify the type’s purpose
6. Select Save Changes

The new document type appears in the list and becomes immediately available for employees to select when uploading files.

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Editing a file type

Administrators can rename any custom document type at any time. System document types are read-only and cannot be renamed.

1. Navigate to Settings > Configure file types
2. In the Manage File Types drawer, select the name field of the type you want to edit
3. Update the Type Name
4. Select Save Changes

All existing files assigned to that type automatically reflect the updated name — no reassignment is needed.

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Reordering file types

The order of document types in the drawer determines the order they appear in the upload dropdown for employees.

1. Navigate to Settings > Configure file types
2. In the Manage File Types drawer, drag the handle icon on the left of any type to reposition it
3. Select Save Changes

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Deleting a custom file type

You can delete any custom file type. System file types cannot be deleted.

1. Navigate to Settings > Configure file types
2. Hover over the file type you want to remove
3. Select the red trash icon that appears on the right
4. Review the confirmation message, which shows how many files will be reassigned to “Other”
5. Select Confirm to delete the type

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How Employees Upload Files

Understanding the employee upload experience helps you configure document types that are meaningful and easy to select. Employees access their files from Files in the left sidebar, which opens the My Files page.

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Upload process

Employees upload files by selecting Upload File in the top right of the My Files page. The upload modal accepts up to 5 files per upload session. For each file, employees must:

1. Select or drag in the file from their device
2. Choose a File Type from the dropdown (required)
3. Select Upload to complete the upload

Accepted file types: .jpg, .jpeg, .png, .pdf, .docx, .xlsx, .txt, .csv File size limit: 10 MB per file Maximum files per upload: 5 files If an employee tries to upload a file that exceeds 10 MB or is not an accepted file type, SkillsDB displays an error message and prevents the upload from completing.

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Viewing and Filtering Files

Employees see all their uploaded files on the My Files page. Managers can view documents uploaded by their direct reports when viewing a team member’s profile.

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My Files table columns

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Filtering by file type

Employees and managers can filter the files table by file type to find specific categories of documents.

1. On the My Files page, select the Type filter above the table
2. Select one or more document types from the list
3. The table updates to show only files matching the selected types
4. To clear filters, select the reset option

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Previewing and Downloading Files

Selecting a file name in the My Files table opens a document preview. SkillsDB can preview the following file types directly in the browser:

• PDF files
• Office documents (.docx, .xlsx)
• Images (.jpg, .jpeg, .png)
• Text files (.txt, .csv)

The preview panel displays the file content alongside metadata including the file type, who uploaded it, and the upload date. To download the file to your device, use the download option in the preview panel.

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Deleting Files

Employees can delete their own documents from the My Files page. Administrators and managers with the appropriate permissions can also delete documents from a team member’s profile.

1. On the My Files page, locate the file to delete
2. Select the delete icon on the file row
3. Review the confirmation message, which shows who uploaded the file and when
4. Select Confirm to permanently delete the file

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Files and Other Features

Files in SkillsDB connect to certification and training workflows. Understanding these connections helps you configure file types that work across all use cases. Certifications: When an employee submits certification details, the submission form requires at least one file attachment as evidence. The file type selected during attachment defaults to the certification’s associated document type. Certification attachments appear in both the certification record and in the employee’s My Files page. Training records: Similarly, when employees log training records, they can attach supporting documents. Training record attachments are categorized using the same document type system and appear on the employee’s My Files page. Search: If file search is enabled for your organization, employees can perform full-text searches across their uploaded files. Administrators control whether file search is available through org-level settings.

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Permissions Summary

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Common Questions

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Related Articles

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