Thanks to the Documents and Deadlines feature, Fluida lets you upload and distribute files to multiple recipients in just a few clicks. If you upload a single combined file, the system can automatically split it into individual documents. It then reads the tax code (Codice Fiscale in Italy) within each document - provided the corresponding field is filled out in the user settings - and suggests the correct recipient.
This process streamlines payslip delivery and other recurring documents, ensuring speed and accuracy.
Deliver multiple individual documents to one or more people at the same time
Before you begin:
You have an Administrator or Power User profile.
You have activated the Documents and deadlines feature.
You have multiple individual documents you want to deliver to one or more people.
To upload multiple documents at once:
Click the + / New button.
Select Document.
Attach files: drag and drop them into the designated box, or click the icon to select them from your device.
💡 Did your payroll consultant send you a single file containing all employee payslips? You can still upload it as it is and let Fluida automatically split it. Read here for more information!
Choose the name users will see when they receive the documents.
Select the destination category.
💡 If you select the Salaries category, you can enter the net pay for each uploaded document on the next screen.
If needed, enter the effective date for the documents.
Choose whether or not to notify recipients.
Click Proceed.
Assign a recipient to each document.
💡 If the documents contain a tax code associated with a Fluida user, the system will automatically suggest the correct recipient.
Click Send to confirm.
The documents are now uploaded and available in the users' personal archives. If you selected the notification option, recipients will receive a notification as soon as the documents are ready for download.
Upload a single document to split into multiple files for one or more people
Before you begin:
You have an Administrator or Power User profile.
You have activated the Documents and deadlines feature.
You want to upload a single PDF document and split it into multiple single-page documents.
The file size does not exceed 50 MB.
To upload a single document and split it into multiple files—such as employee payslips often sent by payroll studios in a single file:
Click the + / + New button.
Select Document.
Attach the file: drag and drop it into the designated box, or click the icon to select it from your device.
Click the prompt "Do you want to split into x documents?" that appears when Fluida detects a multi-page file.
Confirm to proceed with the split.
Select the destination category.
💡 If you select the Salaries category, you can enter the net pay for each uploaded document on the next screen.
If needed, enter the effective date for the documents.
Choose whether or not to notify recipients.
Select Proceed.
Assign a recipient to each document.
💡 If the documents contain a tax code associated with a Fluida user, the system will automatically suggest the correct recipient.
Click Send to confirm.
The documents are now uploaded and available in the users' personal archives. If you selected the notification option, recipients will receive a notification as soon as the documents are ready for download.
Automatic recipient suggestions
If a user's tax code is filled out in their settings, and this code is found inside one of the uploaded documents, our Divinator technology will detect it and suggest that person as the recipient.
This feature is extremely useful when uploading monthly payslips: just upload all payslips at once, and let Fluida match the documents to the correct recipients based on their tax code.
🌍 International Tax Codes & Identifiers
Fluida's OCR is specifically trained to recognize Italian tax codes (codici fiscali) on Italian payslips. However, it may also recognize different identification codes used in other countries, such as Austria and Germany. Since international recognition may vary depending on the document format, please contact us at support@fluida.io if you use a non-Italian identifier so we can help you set it up.
💡 To set up user tax codes, an Admin or Power User just needs to go to the user settings and fill in the Fiscal code field under the Identifiers section.
Automatic document splitting
The Documents & Deadlines feature also allows you to automatically split a single file into multiple single-page documents.
This is especially helpful for payslips: payroll studios often send a single file containing all employee payslips, so being able to split them automatically right inside the Fluida app saves a lot of time and resources.
Troubleshooting
I can't split the document: I get a "Something went wrong" error message
Check the file size you are trying to split: the maximum allowed size is 50 MB.
I can't upload documents: I get a "Something went wrong" error message
Check your internet connection's upload speed.
I can't select documents to attach them
You are likely trying to attach an unsupported file type. Currently, Fluida only supports PDFs and images.
Nothing happens when I click the attachment icon
If you are using a smartphone, check your privacy settings to ensure Fluida has permission to access photos, media, and files on your device.
Fluida doesn't automatically suggest the recipient
Make sure you have entered the employee's tax code in their user settings (Company > Settings > Users > click on the user > expand the Identifiers section > Fiscal code field). Also, check that you haven't accidentally typed a space at the beginning or end of the code, as trailing or leading spaces prevent Divinator from recognizing it.
If Fluida still doesn't suggest the recipient, the OCR might be struggling to read the text on the document.
Are you using a non-Italian document? Keep in mind that Fluida's OCR is optimized for Italian payslips and fiscal codes. While it can often detect international identifiers (like those used in Germany or Austria), success depends on the document layout. If you are using international codes and experiencing issues, please reach out to us at support@fluida.io to explain which specific identifier you are using instead of the Italian codice fiscale.
If you are using standard Italian tax codes and it still fails, we recommend setting the recipient manually.
I uploaded a multi-page document, but Fluida doesn't suggest splitting it
If you uploaded a multi-page document but don't see the split option, first make sure the file is a PDF, is not password-protected, and is under 50 MB. Also, ensure you are connected to a stable Wi-Fi network or a high-performance internet connection.
I have a multi-page file that I want to split into 3-page documents, but the system won't let me
Currently, the system does not support splitting a single file into multiple multi-page documents (for example, splitting a 9-page file into three 3-page documents).
To work around this limitation, we suggest using an external tool to split the original file into documents of your desired length, and then uploading those files directly to Fluida.