The Illizeo document vault gathers contracts, payslips, certificates and company files in an encrypted, organised and auditable location. Properly structured, it becomes the single entry point for employees, managers and auditors.
Recommended architecture #
Three spaces coexist: personal documents (visible to the employee and HR), collective documents (policies, regulations, org chart) and archive (old contracts, leavers). Each space has its own access and retention rules.
Step-by-step #
-
Define document types #
In Settings → Documents → Types, create the list of types that will structure your folders: Contract, Amendment, Certificate, Medical note, etc.
-
Configure folders #
Create the main folders (HR, Legal, Finance, Tech) then sub-folders per topic. Cap depth at 3 levels to keep it readable.
-
Set access rules #
Per folder: who can view, edit, sign, delete. You can rely on roles or dynamic rules (e.g. “direct manager only”).
-
Configure retention #
Choose retention duration per document type. Expired files are automatically archived or deleted per your policy.
-
Import existing documents #
Drag & drop your files or use bulk CSV import. Auto-classification reads the file name to assign the right type.
Filing best practices #
| Practice | Why it matters |
|---|---|
| Single naming convention | Reliable search and automation |
| Filled metadata (date, author, type) | Accurate filters and stats |
| Folders by type, not by person | Easier to maintain through HR moves |
| Archive in a dedicated space | Avoids cluttering active folders |
| Versioning on templates | Clear evolution history |
FAQ #
Is the vault encrypted?
Yes, AES-256 at rest and TLS 1.3 in transit. Keys are managed by Illizeo via KMS, with automatic rotation.
Can I connect to an existing DMS?
Yes, Illizeo syncs with SharePoint, Google Drive and Dropbox. Permissions stay aligned in both directions.
How do I share a document with someone external?
Use the Shared link button: pick expiry, password and recipients. Access is logged.
Are payslips filed automatically?
Yes. The Payroll module pushes them into the employee’s personal folder, accessible from self-service.
Wire up e-signature #
Learn how to connect DocuSign or AdobeSign and sign documents from inside Illizeo.
