Run HR files in Nucleus One

At the end of this recipe, each employee's file lives in a folder only the right people can open, every document in it is findable by field and tag, and onboarding runs as a process that assigns its own tasks — the HR wall built from standard parts.

HR's defining requirement is the opposite of AP's: not routing speed, but containment. Build the access model first and everything else sits safely inside it.

Two layers combine into "only the right people":

Finish the wall with two more Project Profile settings: Disallow content removal by project members (on), and remember Project Manager is the role that sees everything — grant it accordingly, and use Groups (Settings > Groups, e.g. HR team) so shares name a group's worth of people in one line.

• Folders: one per employee (Last, First), with standard subfolders if you like — Onboarding, Reviews, Benefits. Create them as you hire; a New folder right-click is the whole ceremony.
• Fields (Settings > Fields — create by name, then set Data type in properties): Employee Name (Text), Hire Date (Date), Document Category (Text with List items: Offer, I-9, W-4, Review, Certification…), Expiration Date (Date) for the certifications and work authorizations that age out.
• Tags mark cross-cutting states a field shouldn't own — needs-signature, confidential, 2026-review-cycle. Type them on any document's tag control; they're created on first use.

The payoff is advanced search: Document Category word starts with Certification, Expiration Date is between and including today and 90 days out — the expiring-credentials report, from criteria, in seconds. Save it as a template.

Settings > Workflow Processes > + Onboarding. The HR flavor of workflow is task-shaped:

• Trigger: Document upload scoped to intake (a signed offer arriving), or Form submit if you front onboarding with a form — a new-hire form with Project Field inputs feeds clean data straight in (Build and submit forms).
• Task actions assign the checklist — collect the I-9, order equipment, schedule orientation — each Assigned to the right person. Give tasks Task Milestones and Task States (both under Settings; each is just a name and an order) that mirror your real stages: Offer accepted, First day, 30-day check-in.
• Approval where sign-off matters (manager confirms the file is complete), E-mail where people just need to know.

Assignees see their work in My Work — the checklist runs itself instead of living in someone's memory.

Signed documents arrive by Document upload (drag and drop), Document scan from a Windows desktop with the Capture Agent, or form submissions. With required fields set, intake pauses at Tags & Field Values — an employee file where every document carries its name, category, and dates is the file you'll actually be able to audit.

Success check: sign in as a test member who's shared into exactly one employee folder. They should see that folder, that folder only, and find its documents by field search — while a colleague with no shares sees an empty documents area. Then run one onboarding through the process and watch the tasks land in My Work.