In flex, you can use the member profile document repository to manage important documents for each member in one place.
Once you configure the document repository, a document storage space is added to every member profile. You can use flex's recommended document repositories or create custom ones tailored to your company. You can also configure whether multiple file uploads are allowed per repository!
When and How Can Document Repository Settings Be Used?
For example, documents that need to be managed per member — such as onboarding paperwork or certificates — can be stored systematically. Past evaluation results not conducted in flex can also be uploaded and managed as member documents. If you create a separate document repository for past evaluation results and upload them, you can later review or download them from the member profile. These documents can be found in the Documents & Certificates tab of the member profile.
You can also add the document repositories you create to invitation templates, so that new members are required (or optionally allowed) to submit necessary documents when joining flex. Uploaded documents can be downloaded individually or in bulk from the member profile, allowing you to manage onboarding paperwork and important documents consistently per member!
Configuring Document Repositories
Go to [Settings] → [HR & Contracts] → [Document Repository Settings] in the left menu, then click the [Add Document Repository] button on the right.
The [Document Repository Settings] permission is required to access this setting.
Click the [Add Default Documents] button to see flex-recommended document repositories.
Select the documents to add and click [Add Document Repository] at the bottom to add the selected repositories.
Click on an added document tab to configure whether multiple files can be uploaded to a single document repository.
For example, if you want to view and manage various certifications — such as TOEIC, TOEIC Speaking, and computer skills certificates — in a single repository, add a [Certifications] repository and allow multiple file uploads.
Documents added to the member document repository can be found in Member Profile → Documents & Certificates tab. Members can upload multiple supporting files according to the document repository settings configured by the administrator.
Beyond flex's recommended document list, you can click [+ Add Custom Document] to create and add your own document repositories.
Only custom document repositories can be set as confidential documents. When configured as confidential, members cannot see the repository, and only administrators with document management permissions can view the repository and the documents uploaded to it.
Applying an Invitation Template and Requesting Onboarding Documents from New Members
Document repositories can also be used during the member invitation process. Go to [Member Management] > [Add Member] > [Manage Invitation Templates] > the Documents tab under Requested Information to see the document list configured in your repositories.
Select the necessary documents and configure them as required or optional for members to upload when joining flex.
Uploaded documents can be managed in each member's profile. Click the [Download] button in the top right of the member profile to bulk-download all documents, or view and download individual documents as needed.
