Company and personal files get mixed together
Shared procedures and an individual employee’s documents need recognisable spaces rather than one undifferentiated folder.
Company documents
The right document, in the space where the right people can find it.
HumanDesk separates files shared with the organisation, files uploaded by an individual, files received directly and HR documents. Each area shows the name, uploader, date and size and can be searched by file name.
Product in demonstration phase · screen uses fictional data
- PDFs and images up to 10 MB
- Four areas with distinct purposes
- Immediate search by file name
Document library · SaaS and on-premise
The real problem
The file exists, but you do not know where to look or who should see it.
A company-wide policy, an employee’s own document and an HR-restricted file do not have the same audience. Put them in one undifferentiated folder and finding them — and governing access — depends on the memory of whoever uploaded them.
Recipients cannot tell where a file came from
Without a dedicated area, directly shared documents become confused with files that people uploaded themselves.
Finding a file relies on memory
When you recall only part of its name, searching downloads, emails and folders slows down a simple operational need.
Its origin remains implicit
Uploader, date and size help people recognise a file before opening it and understand who made it available.
Filing
From upload to retrieval in three steps.
Choose the right area
The file enters Shared, the individual’s uploaded documents or HR according to its purpose and the user’s permissions.
Upload the file
The module accepts PDF, PNG, JPEG and WebP files up to 10 MB and keeps the name, uploader, date and size.
Search or share
Search filters by file name; people can select their own uploads and share them with an accessible colleague.
Recipients find direct shares under Received
When a personal upload is shared directly, HumanDesk makes it visible in the selected person’s Received area. Company documents published for everyone remain under Shared instead.
Separate areas
Four entry points without pretending they are the same thing.
The screen uses stable sections to distinguish audience, origin and responsibility. Actual visibility still depends on role permissions.
Shared
Procedures and materials for authorised people across the organisation, collected in a common document area.
Uploaded and Received
An individual’s own files remain separate from documents another user has shared directly with them.
HR
A distinct space for employee documents; administrative uploading requires the dedicated permission.
Clear boundaries
An operational library is not yet a compliant records archive.
- HumanDesk does not yet provide electronic signatures, document requests, approvals or acknowledgement tracking.
- There is no file version history, immutable lock or recycle-bin recovery: a replacement must be handled as a new upload.
- Files uploaded in Documents receive a default 60-day expiry; attachments registered from Communications and Events are excluded.
- Expired-file removal currently starts when someone opens the module: there is no periodic server job or organisation-level retention setting yet.
A notice attachment remains part of the communication
When a file explains an official team announcement, Communications keeps the message, author, date, priority and attachment together. Documents is for retrieving files and separating them by audience.
Would you like to separate shared, personal and HR documents?
We demonstrate the library with fictional data and establish which categories, permissions and retention periods your organisation genuinely needs.
Request a demonstration