The Mass Document Download feature enables Core HR Administrators to download employee documents in bulk, eliminating the need to retrieve files individually. This capability is accessible from the Core HR side navigation menu and is designed for high-volume document retrieval scenarios. Prior to this, Core HR Administrators were required to download employee documents one at a time. This created significant inefficiencies during audits, terminations, legal discovery, and regulatory reviews — scenarios that frequently require large volumes of documents across multiple employees. 

This feature directly reduces the time and effort required for document-heavy workflows. Administrators can now:

1. Export hundreds of documents in a single job submission
2. Filter by employee, department, location, status, category, date, and tags to target exactly the documents needed
3. Track download progress in real time and retrieve completed exports at their convenience
4. Receive ZIP files organized by employee and document category for easy downstream use

Enhancements

Selection Tab

The Selection tab displays a full document grid organized by employee. Administrators can filter documents using the following criteria:

1. Employee name
2. File name
3. Department
4. Location
5. Employment status (Active, Terminated, etc.)
6. Job code
7. Date added
8. Note
9. Document category (e.g., I-9, W-4)
10. Document tags

Once filters are applied, administrators enter a name for the ZIP file and click Submit to queue the download job.

Available Downloads Tab

The Available Downloads tab provides real-time status updates for all submitted jobs:

ZIP File Structure

The downloaded ZIP files are organized as follows:

1. Top level: Folders named by employee
2. Second level: Folders named by document category
3. Uncategorized documents are placed in a "No Category" subfolder

How Downloads Work

Download requests are processed asynchronously in the background, keeping the interface responsive while large sets of documents are packaged. The system bundles selected files into a structured ZIP file organized by employee and then by document category. Documents without an assigned category are placed in a "No Category" subfolder within the employee's folder.

Download Limitations

To ensure system stability and optimal performance, bulk document downloads are now subject to a maximum limit of 5,000 documents per download request. If your current selection exceeds this threshold, the system will prevent the download from proceeding and display an error notification prompting you to adjust your criteria. To successfully complete your download, narrow your search filters, such as date range, document type, or employee group, or break your selection into smaller batches that each fall within the 5,000-document limit. This change helps maintain a reliable download experience for all users across the platform.

Please Note

Security & Compliance

1. All export activity is automatically audit logged, including requesting user identity, timestamp, employee IDs included, and download job ID
2. Downloads contain sensitive employee information — store ZIP files in secure, encrypted locations.
3. Follow your organization's data handling and retention policies
4. Delete files from local storage when no longer needed

Best Practices

1. Name ZIP files descriptively (e.g., Audit_2026_Q1_AllEmployees.zip, Terminations_April2026.zip)
2. Download completed files promptly within the 7-day window
3. Review the document count before submitting to verify your filter selection
4. If a job fails, review the error message and resubmit — common causes include network interruption or system timeout on very large exports

Availability

The Mass Document Download feature is available to:

1. Core HR Administrators with the Mass Document Download permission enabled
2. Administrators can only view and download documents for employees within their authorized scope.
3. System administrators must grant the required permission — contact your system administrator if access is needed.

Download links expire after 7 days and are automatically removed from the UI. Resubmit the job to regenerate the exports.

FAQs

• Who can access the mass document download page? Access is restricted to users who have been granted the dedicated bulk document download permission in the admin page permissions configuration. If you do not see the feature in your Core HR side navigation, contact your system administrator to request access.
• Where do I find the mass document download feature? The feature is accessible via a link in the Core HR side navigation menu within the Arcoro One unified experience.
• Can I download documents for all employees at once? Yes, if you have been granted the elevated admin permission for this feature, you will have access to all employees and all documents. If you have standard viewing permissions, you will only see and be able to download documents for employees within your authorized viewing scope.
• How do I filter which documents are included in my download? Use the column filters on the Selection tab to narrow the document list by any combination of employee name, file name, department, location, employment status, job code, date added, document category, and document tags. The total number of documents matching your active filters is displayed on the page before you submit.
• What is the difference between AND and OR mode for document tag filters? AND mode returns only documents that have all of the tags you selected. OR mode returns documents that have at least one of the selected tags. Use AND when you need documents that meet every tag criteria, and OR when you want a broader set matching any of the selected tags.
• How will my ZIP file be organized? Downloaded ZIP files are organized by employee and then by document category within each employee's folder. Documents that have not been assigned a category will appear in a "No Category" subfolder within the employee's folder.
• Do I have to name my ZIP file before downloading? Yes, you are required to enter a name for the ZIP file before submitting your request. If you forget to include the .zip extension, the system will append it automatically.
• How long does it take to generate a download? Processing time depends on the number of documents included in your export. Because downloads are processed in the background, you do not need to wait on the page — you can navigate away and return to the Available Downloads tab to check progress at any time. A real-time progress indicator shows the percentage complete.
• How will I know when my download is ready? Once your export job completes, an active download link will appear on the Available Downloads tab. You will need to return to that tab to retrieve your file.
• How long are download links available? Download links are active for 7 days from the time the export completes. After 7 days the link expires and will no longer appear in the Available Downloads tab. Expired packages cannot be retrieved — you would need to submit a new download request.
• What happens if my export job fails? If a job fails to complete, a clear error message will be displayed on the Available Downloads tab. You can resubmit your request by returning to the Selection tab and applying your filters again.
• Is there a record of who downloaded what? Yes. Every bulk export job is captured in an audit log that records the requesting user, the timestamp, the employee IDs included in the export, and the download job ID. Audit log entries are queryable by administrators for compliance review purposes.
• Is this feature compliant with SOC 2 and GDPR requirements? Yes. The permission controls, user-scoped document access, and audit logging built into this feature are designed to support SOC 2 and GDPR compliance requirements.