Share files with CLVR

How HR uses the Shared with CLVR folder in Company Files to send files to CLVR and pick up the files CLVR sends, who can see it, and how it differs from the rest of Company Files.

When you need to send CLVR a document your employees should not see, like an agreement or a payroll export, put it in the Shared with CLVR folder on the Company Files page. Only HR and CLVR can see that folder, and CLVR uses it to send files to you too. It replaces the separate Internal Files page, which is no longer in the HR menu. This article covers where the folder is, how it differs from the rest of Company Files, how to upload, pick up, rename, replace and delete its files, who can see it, and how its storage is counted.

Where the folder is

Open Company Files from the main navigation. At the top level, among the folders, you see Shared with CLVR, marked Managed by CLVR. Select it to open it.

Inside, a notice at the top reads Only HR and CLVR can see this folder, followed by: "Use it to share files with CLVR, like agreements or payroll exports, and to pick up files we send you. Employees never see it, and it can't be renamed or deleted."

Shared with CLVR or the rest of Company Files

Everything else on Company Files is visible to everyone at your company. The Shared with CLVR folder is the one exception:

• The rest of Company Files is for documents every employee should be able to read: policies, handbooks, benefit guides, forms.
• Shared with CLVR is for files only HR and CLVR should see. Employees never see the folder or its files.

A quick rule of thumb: should every employee be able to read it? Upload it to another folder on Company Files. Is it only for HR and CLVR? Upload it to Shared with CLVR.

The folder works a little differently from the folders you create yourself:

• It cannot be renamed or deleted.
• It has no folders inside it, so New folder is not available while it is open.
• Files cannot be moved into it or out of it. The Move to folder action does not appear for its files, and the folder is not offered when you move another file.
• Its files are never read by the AI features. The rest of your company files are read by the Assistant and AI auto-approval when HR has allowed it under AI settings.

What stays the same: the allowed file types, the limit of 25 MB per file, and the storage limit, which the folder shares with the rest of your company's files.

Upload a file to share with CLVR

Pick up files CLVR sends you

Files CLVR adds to the folder show CLVR under Added by. A file uploaded or replaced in the last 7 days carries a New badge, so a file CLVR has just sent stands out.

To get a copy, select the file to open its details and select Download, or use the download button on its row in the list. The file is saved under the name shown on the page.

Rename, replace or delete a file in the folder

Each file in the folder has a ⋮ menu with Rename, Upload new version and Delete. There is no Move to folder, because files cannot leave this folder.

• Rename. The name becomes editable in place. Type the new name and press Enter to save, or Escape to keep the old name. The file keeps its type: the extension stays the same.
• Upload new version. Pick the new file. It keeps its name and place in the folder, while its content, size and Updated date change, and Added by shows whoever uploaded the new version.
• Delete. A Delete file? dialog says the file will be removed for HR and CLVR. Select Delete to remove it, or Keep to leave it. Deleting cannot be undone, and the file is gone for CLVR as well.

You can also select a file to open its details, which has Upload new version and Delete next to Download.

Who can see and open the folder

• HR at your company. Everyone with the HR role sees the folder on Company Files and can upload, download, rename, replace and delete its files.
• CLVR. CLVR can see the folder's files and add files for you.
• Employees never see it. The folder does not appear for them, and Search all files never shows them its files.

Each file shows who added it under Added by: the name of the HR colleague who uploaded it, or CLVR when CLVR added it.

Storage

Files in Shared with CLVR count towards the same storage limit as the rest of your company's files: 100 MB, unless CLVR has set another limit for your company. HR sees how much is used at the bottom of the file panel, for example "40 MB of 100 MB", with a bar. An upload that would go over the limit is refused with a message, and nothing is uploaded. See the storage article under Related for how to free up space.

Troubleshooting

• I cannot find Internal Files in the HR menu. It is now the Shared with CLVR folder on Company Files. Old links to Internal Files open that folder.
• A colleague cannot see the folder. Only people with the HR role see it. CLVR sets who has the HR role, so contact CLVR if your colleague should have it.
• New folder is greyed out. The Shared with CLVR folder holds files only. Go back to Company files in the breadcrumbs to create a folder elsewhere.
• There is no Move to folder for a file here. That is by design: files cannot be moved into or out of Shared with CLVR.
• I want employees to see a file from this folder. Download it, upload it to another folder on Company Files, and delete the copy in Shared with CLVR if you no longer need it there.
• A file was not uploaded. Check that it is one of the allowed types and no larger than 25 MB, and that your company has storage left. The message on screen says which of these it was.