Export documents

Individual document download

The way to obtain a document is to download it individually from the back office:

1. Go to the Documents section of the back office.
2. Use the search filters to find the document you want to download: by employee, by category, by date or by title.
3. Open the document detail by clicking on it.
4. Press the Download button to save the file to your device.

The system generates a signed URL with a temporary validity that allows the file to be downloaded securely. The file is downloaded in the same format in which it was originally uploaded, usually PDF.

Bulk download and batch export

A future version of CheckBiz360 will offer grouped document export, which will allow you to download in a single compressed package (ZIP) all the documents of an employee, of a specific period or of a particular category. This feature will make it easier to prepare complete files and to deliver classified documentation to accountancy firms or external bodies.

Typical uses of individual download

HR audit

Internal or external HR audits frequently require evidence that certain documents have been correctly distributed to employees —payslips, contracts, updates to terms— and that the employees have received them. Individual document download combined with the read receipt record makes it possible to generate this evidence in an orderly way.

Delivery to an accountancy firm

If your company works with an external accountancy firm for employment matters, you can periodically download the documents stored in CheckBiz360 to keep the firm's archive up to date. In the current version, downloading is done document by document; grouped export will be available shortly.

Labour Inspectorate request

Faced with a Labour Inspectorate request, it is common to have to provide documentation evidencing the delivery of payslips, current contracts and changes to terms. CheckBiz360 allows these documents to be downloaded together with the associated read receipt information, which makes it easier to respond to the request within the deadlines set.

Data protection considerations (LOPD / GDPR)

Employment documents contain employees' personal data and are subject to the obligations of the General Data Protection Regulation (GDPR) and the Spanish Organic Law on Data Protection and the guarantee of digital rights (LOPD-GDD).

When downloading documentation, bear the following in mind:

• Download only the documents strictly necessary for the purpose justifying the download. The GDPR's data minimisation principle also applies to internal document management operations.
• Safeguard downloaded files in systems with adequate security measures. A payslip PDF downloaded onto an unencrypted device or in an email with no access restrictions represents a risk to the employee's rights.
• If you hand documents to third parties —accountancy firm, legal representative, public bodies— make sure there is a legal basis justifying that transfer of data, as required by Article 6 of the GDPR.
• Documents downloaded to respond to requests from the Labour Inspectorate or other public bodies have their own legal cover, but document internally the reason for and the recipient of each download.