Manage internal files
How HR uploads, renames, and deletes files in the private Internal Files area shared only with CLVR, and exactly who can see and open them.
When you need to share a sensitive document with CLVR, the Internal Files page gives you a private place to do it instead of attaching the file to an email. Files you upload here go only to CLVR and are never visible to your employees, which keeps payroll lists, agreements, and similar documents off email and out of the rest of the company's view. This article covers uploading, renaming, and deleting internal files, and exactly who can see and open them.
Open the Internal Files page
In the HR area of CLVR, open Internal Files from the General section of the menu. The page is restricted to HR, so only HR colleagues at your company can reach it. Anyone without HR access sees an access-denied message instead.
At the top of the page a warning notice reminds you what this area is for: Internal Files is completely separate from Company Files, and anything saved here is shared only with CLVR, not with your employees.
Company Files and Internal Files are two different places. Company Files is what your employees can see and download. Internal Files is private to your HR team and CLVR. If a document is meant for staff, upload it under Company Files instead.
Upload files
Find the Upload files here dropzone near the top of the page.
Drag one or more files onto the dropzone, or click it to browse and choose files from your computer. You can upload several at once.
Each file uploads on its own. When it finishes, a green Success notice confirms how many files were uploaded, and the files appear in the grid or list below.
The same limits apply as for Company Files:
- Max file size: 10MB per file.
- Supported files: PDF, Excel (.xlsx, .xls), CSV, Word (.docx, .doc), Apple iWork (.pages, .numbers, .keynote), and images (.png, .jpg, .jpeg). Select Supported files below the dropzone to see the full list.
- Everything you upload counts toward your company's internal files storage limit (100 MB by default).
Your files show up in the area below the dropzone, where you can switch between a grid and a list view and use Search files... to find one by name. From here you can also open a file, rename it, or delete it. Files stay in Internal Files until you remove them.
Rename an internal file
If you want to tidy up the name shown for a file, you can rename it in place. Renaming changes only the display name your HR team sees; the stored document and its file type stay exactly as they were, so there is no need to delete and re-upload. Renaming uses the grid view, where each file shows as a card.
Switch to grid view if you are in list view, using the view toggle next to the search box.
Single-click the file once to select it. The card highlights to show it is selected.
Select the pencil Rename file icon that appears next to the view toggle.
In the Rename file dialog, type the new name in the File name field, then select Save or press Enter. A green File renamed message confirms the change.
Clicking a file that is already selected opens it for preview or download instead. Click it once to select, then use the pencil Rename file icon to rename.
Only the display name changes, the name you and your HR team read in the list. The actual document, its contents, and its file extension are untouched, so links and downloads keep working, and you do not have to re-upload anything.
Delete an internal file
When a file is no longer needed, you can delete it permanently from the Internal Files page. Deleting removes the file from secure storage and from the record for both your HR team and CLVR, so it is worth a moment to confirm you have the right file first. Deleting is done from the grid view, where the action icons appear once a file is selected.
Switch to grid view if you are in list view, then single-click the file once to select it. The card highlights to show it is selected.
Select the red trash icon (Delete file) that appears next to the view toggle.
A Delete file dialog asks you to confirm and names the file: "Are you sure you want to delete [file name]? This action cannot be undone." Select Delete to confirm, or Cancel to keep the file.
A green File deleted notice confirms the file is gone.
The file is removed from secure storage and from the record, permanently. There is no undo and no recycle bin, and it disappears for both your HR team and CLVR at the same time. The space it used is returned to your internal files storage limit straight away. If you only need to correct the displayed name, rename the file instead.
Who can see and open internal files
Access to Internal Files is limited to two groups:
- HR users in your company. Anyone on your team marked as an HR user can open the page, browse files, and preview or download them.
- CLVR. Your CLVR contacts can see and add files on their side, which is the point of the page: a secure channel for documents you would otherwise email.
Only HR users who belong to the file's own company can open, upload, rename, or delete its internal files. Files from one company are never visible to another.
Regular (non-HR) employees have no way into this area. There is no menu link for them; if one somehow reaches the page directly, they see Access denied. HR only. instead of any files, and someone who is not set up as an employee at all sees a plain Access denied message. So a document you place here is never exposed to the wider workforce.
HR access is tied to an active HR account. If an HR colleague leaves and their account is terminated, they immediately lose the ability to open, upload, rename, or delete internal files. Their access ends with their account; nothing extra needs to be switched off.
Every internal file records who added it, so it is clear whether a file came from your side or from CLVR. In list view, the Uploaded by column shows the name of the HR colleague who uploaded it, or CLVR when the file was uploaded on CLVR's side. Switch to list view if you want this column visible while scanning the files.
Troubleshooting
- I do not see the Internal Files page. It is restricted to HR. If you should have access, ask another HR colleague at your company, or contact your CLVR contact.
- A colleague cannot see the page. They are most likely not set up as an HR user, or their account has been terminated. Ask your HR contact to confirm their HR access.
- My file was rejected as an invalid file type. Only the supported types upload. Check the Supported files list and convert the document if needed (for example, export to PDF).
- I got a storage limit message. Your internal files storage is full. Delete files you no longer need to free up space, or ask your CLVR contact about the limit.
- The file is too large. Each file must be 10MB or smaller. Compress it or split it into smaller files.
- I do not see the pencil or trash icon. They only appear in grid view once a file is selected. Switch to grid view and single-click a file first.
- A red "Failed to rename file" or "Failed to delete file" message appears. The change did not save. Check your connection and try again; if it keeps failing, contact your CLVR contact.
- I deleted the wrong file. Deletion is permanent and cannot be undone. Upload the file again from Internal Files if you still have a copy.
- I expected a file but it is not there. Internal files are scoped to a single company. A file shared with a different company will not appear here.
- I want my employees to see a file here. Move it to Company Files. Internal files are never shown to employees by design.