Introduction
Managing user documents efficiently is crucial for any HR department, especially when onboarding or updating large volumes of employee information.
uKnowva HRMS simplifies this process through its intelligent import features that allow you to upload multiple documents for users in just a few steps.
Whether you’re updating Aadhar cards, PAN cards, educational certificates, or relieving letters, the bulk import functionality helps you store and associate these records quickly and accurately.
This article guides you through the step-by-step process of bulk importing documents against users using both AI-powered and legacy import options in uKnowva.
Step 1: Accessing the Import Interface from uKnowva Configuration
Begin by logging into your uKnowva instance with admin credentials. In the top-right corner of the dashboard, click on your profile icon and select the “uKnowva Configuration” option.
This action will take you to the configuration panel, where you can access deeper system settings and tools.
On the left-hand side of this panel, click on the “User Manager” option to open the user administration page.
From here, click on the “Import User” button located above the list of existing users.
A pop-up will appear, giving you two methods to import data: AI Import and Legacy Import.
Step 2: Using the AI-Powered Import Method to Upload Documents
In the AI-Powered Import tab, uKnowva leverages advanced algorithms to recognize and map fields from your uploaded file automatically.
This option is particularly helpful when managing large-scale uploads with minimal effort.
Your file should include specific document-related columns such as Aadhar Card, PAN Card, Graduation Certificate, and Relieving Letter (from previous companies).
For each user, add either a direct web link to the document or a file path from your internal server.
If a user has multiple documents for a single category, you can enter them using a pipe symbol (|) to separate the links.
Once your CSV is ready with all relevant information, upload it using the Browse option, and the system will automatically process and match the document fields with those in the uKnowva HRMS system.
Step 3: Using the Legacy Import Method with the Document Template
If you prefer a more structured and manual approach, switch to the Legacy Import tab.
In this tab, download the predefined template file provided.
This template includes the exact structure expected by the system, with columns labeled for each type of document you may want to upload.
Just like with the AI method, include document links or file paths under relevant columns—again separating multiple files with the pipe (|) symbol.
You will also see checkboxes in this section that allow you to configure additional settings, such as Send Welcome Email, Skip Existing Users, Update Blank Values, and Create New Designation.
Once your CSV is filled, click on the Choose File or Browse button to upload your completed document.
The system will validate the file and attach the documents to the corresponding user profiles.
Conclusion
That’s it!
You’ve now successfully imported documents in bulk against users in uKnowva HRMS.
By following this process, you ensure that essential employee records—like identity proofs and past employment documents—are systematically stored and easily accessible within the HRMS.
This feature significantly reduces manual effort, increases accuracy, and maintains centralized documentation for efficient HR operations.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..