How to use File Management

File Management feature was developed to centralize, organize, and make your company's document flow more efficient. With it, you can send files for signature or approval, track their status in real time, and keep everything stored securely. In practice, this means that it's possible, for example, to send a timesheet or payslip to an employee directly through the system and have their acceptance recorded digitally and validly, without bureaucracy or paper.

What can you do with this tool?

• Request digital signatures from system users.
• Centralize important documents (PDF, PNG, JPG) in a single location.
• Track the status of each order (pending, approved, rejected, archived).
• Audit the process , identifying who approved it, when, where, and from which IP address.

In this article, you will learn how to create orders, request approvals, and manage document history.

Access permissions

Before you begin, make sure your user profile has the necessary permissions.

• Go to Admin > Permissions Profile.
• Access the permission(s) you need to create or receive the files.
• The "file management" permission is responsible for the functionality, and each permission level is associated with different actions.
• • View/Consult : Approving files is required to access the 'File Management' screen in the 'Management' menu.
  • Create/edit : You can submit a request for approval of an application.
  • Delete : You can archive a request.

How to create a new order

To submit a document for approval, follow these steps:

1. In the side menu, click on Management and select File Management .

2. In the upper right corner, click the New file .

3. Fill in the information on the form:

• Files (required) : Attach one or more files in any format.
• Deadline (required) : define a maximum deadline for file approval; after this deadline, the request expires and a new request will be required (see screenshot below).
• Order description (optional) : text field for a general description of the file.
• File User (required) : defines who owns the file, i.e., the user who will be associated with the file; accepting/rejecting this is mandatory.
• Custom message (optional) : text field to include an order confirmation message.
• Category (required) : standard reason for classifying the request. Learn more about standard reasons in this article .
• flag 'Request acceptance from other users' (optional) : defines other users who need to approve this request along with the 'file owner' user.

4. Finish by clicking "add".

5. After creating the request, the designated users who are to respond will be able to view it on the same screen (file management).

How to manage the archive

Approval/rejection of the request

1. After the request is submitted, the user responsible for reviewing and responding will be able to view it on the "File Management" screen.

2. By clicking on the file, you can download it (down arrow icon), or approve/reject the request by clicking the "view and accept file" button.

3. By clicking "view and accept order," the user can accept or reject a document, preview it, and view the remaining order information.

4. To accept or reject, simply click the corresponding button, but in cases of rejection, it will be necessary to include a justification for this action

5. It is mandatory to check the consent flag in any response to the file.

6. For cases where multiple users are targeted for approval, the request displays the response history for each user in the 'view additional information' option.

In summary, there are some important rules highlighted below:

• Approval from the 'file owner' is required;
• If more than one person needs to approve, everyone's approval will be required for the status to become 'approved';
• If at least one person rejects the file, it will no longer be possible to approve it, and the overall status will be 'rejected'
• To approve the file, you must agree to the terms of the request;
• To reject the file, you must agree to the request conditions and provide a justification
• When a request is approved or rejected, the information of the respondent (username, email, date and time, IP address, verification code, reason for rejection, if any) is saved and can be consulted at any time in the archive

Archive requests

1. The user who created the request can archive it, but this is only possible while the file is still pending. For cases where the request has already received a response or has expired, the archive option does not appear.

File Management module is more than just a digital repository; it's a strategic tool for modernizing your HR department. By centralizing documents and digitizing signatures, you eliminate paper-based bureaucracy, speed up processes, and ensure the legal security your company needs.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !

Updated on: January 8, 2026