Filing Cabinet
The Filing Cabinet is a secure document storage system for your organisation. Store employment contracts, policies, certificates, and any other important documents — organised by category and linked to employee records.
Key features
- Document categories — organise files into categories (contracts, policies, certificates, etc.)
- File upload — drag-and-drop or click to upload documents in any common format
- File preview — view PDFs, images, and common document types directly in the browser
- E-signatures — request electronic signatures on documents without a third-party service
- Auto-filing — expense receipts, fit notes, and training certificates are automatically filed when relevant actions occur
- Search — find documents quickly across all categories
- Per-employee storage — each employee has their own document section
How it works
Uploading documents
- Go to Filing Cabinet from the sidebar
- Browse documents by category — categories appear as cards at the top
- Click a category to see its documents, or use the Manage tab for a full list
- Drag and drop files onto a category, or click Upload to browse
- Documents are stored securely and linked to the relevant employee
E-signatures
Luna HR includes built-in e-signatures — no DocuSign or similar service needed:
- Upload or select a document
- Click Send for Signature and choose the employee who needs to sign
- The employee receives a notification
- They open the document and sign using their mouse, trackpad, or touchscreen
- The signed document (with signature PNG overlay) is stored as a permanent record
Signatures create an audit trail entry — who signed, when, and the original document.
A person can only have one open request per document; asking again while one is pending is refused rather than adding a second item to their queue. The signature image itself is tied to the person who drew it — Luna records who uploaded each image and will not accept one submitted by anyone else, so the stored artefact provably belongs to the signee.
The request email honours the Document Signature Request template under Admin > Email Templates: turn it off and no email is sent, or customise the wording and it is used.
Auto-filing
Documents land in the right folder without anyone choosing one:
| Trigger | Filed to | Folder | |---------|----------|--------| | A file is uploaded without a folder | Uploader's cabinet | Chosen from the file name (see below) | | A receipt is attached to an expense item | Employee's cabinet | Expense Receipts | | An expense report is approved | Employee's cabinet | Receipts are confirmed into Expense Receipts and tagged with the report | | Sick leave submitted with a fit note | Employee's cabinet | Fit Notes |
Filing by name. When you upload without picking a folder, Luna reads the file name and description for a recognisable kind of document — a payslip, P60 or P45; a contract, offer letter or NDA; a passport, visa or right-to-work share code; a DBS certificate; a training certificate or qualification; a policy or handbook; an appraisal or review; a receipt or invoice; a fit note. It files the document in the matching folder if one exists, and tells you which one in the upload dialog before you confirm. Nothing matched? The file stays unfiled and shows under Unfiled on the cabinet, where you can move it into a folder any time from the row menu. Uploading never creates a folder, and Luna never files into a folder restricted to a team you are not in.
Training certificates are not yet filed automatically; upload them and they will be recognised by name.
Admin setup
Document categories
Set up categories from Admin > Document Categories. Common categories include:
- Contracts — employment contracts, amendments
- Policies — company policies employees need to acknowledge
- Certificates — qualifications, training certificates (also auto-filed)
- Expense Receipts — receipt copies (auto-filed on approval)
- Fit Notes — medical certificates (auto-filed for sick leave)
- Personal — passport copies, right to work documents
- Performance — review documents, development plans
Each category gets a name and description. Categories are shared across all employees — every employee's filing cabinet has the same category structure.
Category visibility
Each category carries a visibility setting, which narrows who can see the documents filed in it. It cannot widen access: an employee only ever sees documents they uploaded or that are filed against them, and this setting can restrict that further.
- No extra restriction — the category adds nothing; normal rules apply
- Restrict to a team / office — only members of that org node (and its descendants) see their documents in this category
- Restrict to the uploader — only the person who uploaded, plus administrators
A team-restricted category with no team selected is treated as restricted from everyone except administrators, so a half-finished configuration doesn't quietly become open.
If you want a category that genuinely shares one document with a group — a staff handbook everybody can open — that isn't what this setting does today. Documents are linked to different kinds of record (an employee, an expense item), so there's no safe way to infer which ones are shareable; it needs a per-document audience, which is a feature rather than a setting.
Who can see what
Employees see documents they uploaded and documents filed against them, subject to the visibility scope of the category the document sits in.
HR and administrators — anyone with admin or employees:view_all — see every document in the company, and are the only people who can file a document against someone else or delete another person's document.
Line managers have no special access to documents. This is deliberate and differs from the activity timeline, which a line manager can see for their direct reports. Employment documents are HR-held: contracts, right-to-work evidence, fit notes and disciplinary letters are not management-visible by default. If your organisation wants managers to see their reports' documents, that is a one-line change to the access rule rather than a setting — raise it and it can be added.
The Documents tab on an employee's profile only appears to people who are allowed to read it.
Onboarding starter pack
An admin can add a company document — a handbook, a benefits guide, a map of the office — to the starter pack with Add to starter pack in its ⋯ menu. Every new hire sees the starter pack in their onboarding wizard and can open or download those documents before they have a Luna login, so only add material you are happy to share with anyone you invite. Documents filed against an employee can't be added, and only admins can add or remove documents. A Starter pack badge marks them in the list.