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Document Management

Addon Required

This feature requires the Document Management addon to be enabled. Go to Settings > Addons and enable Document Management before using these features.

Document Management provides a centralized system for organizing, storing, and tracking employee documents. It includes document categories and types, employee document uploads with verification workflows, document requests, and a dashboard for monitoring document status across the organization.

Dashboard​

Navigate to Document Management > Dashboard to access the document management overview.

The dashboard provides statistics and quick insights:

  • Total Documents: Count of all employee documents in the system
  • Pending Verification: Documents awaiting admin/HR review
  • Expired Documents: Documents that have passed their expiry date
  • Expiring Soon: Documents approaching their expiry date

The dashboard also displays a list of expiring documents to help you proactively manage renewals.

Document Requests​

Navigate to Document Management > Requests to manage document requests from employees.

Viewing Requests​

The requests list shows:

  • Employee name
  • Requested document details
  • Request date
  • Status
  • Uploaded/generated document (if available)

Request Statuses​

StatusDescription
PendingRequest has been submitted and awaits processing
ApprovedRequest has been approved
RejectedRequest has been denied
GeneratedThe requested document has been generated and uploaded

Processing Requests​

To process a document request:

  1. Find the request in the list
  2. Review the request details
  3. Choose Approve or Reject from the actions menu
  4. For approved requests, you can upload the generated document file, which changes the status to Generated

Employee Self-Service​

Employees can view their own document requests and their statuses through the My Requests view available in their self-service portal.

Employee Documents​

Navigate to Document Management > Employee Documents to view and manage all employee documents.

Viewing Documents​

The employee documents list displays:

  • Employee name and code
  • Document category and type
  • Document file
  • Expiry date (if applicable)
  • Verification status

Uploading a Document​

  1. Click Add Document
  2. Select the employee
  3. Choose the document category and type
  4. Upload the document file
  5. Enter the expiry date if the category requires it
  6. Save the document

Verification Workflow​

Documents that belong to categories marked as requiring verification go through a review process:

  1. A document is uploaded with a Pending verification status
  2. An admin or HR user reviews the document
  3. The reviewer marks the document as Verified or Rejected

Downloading Documents​

Click the Download action on any document to download the uploaded file.

Employee Self-Service​

Employees can view their own documents through the My Documents section in their self-service portal. They can see document details, verification status, and download their files.

Document Categories​

Navigate to Document Management > Document Categories to configure document categories.

Viewing Categories​

The categories list shows:

  • Name and code
  • Description
  • Configuration flags
  • Active status

Creating a Category​

  1. Click Add Category
  2. Fill in the fields:
    • Name: Category name (e.g., "Identity Documents", "Certificates")
    • Code: Unique code for the category
    • Description: Optional description
    • Requires Expiry Date: Whether documents in this category must have an expiry date
    • Requires Verification: Whether documents need admin/HR verification after upload
    • Is Confidential: Marks documents in this category as confidential
    • Is Active: Whether this category is available for use
  3. Save the category

Editing a Category​

  1. Find the category in the list
  2. Click Edit from the actions menu
  3. Modify the fields as needed
  4. Save changes

Document Types​

Navigate to Document Management > Document Types to manage document types.

Viewing Types​

The types list shows:

  • Name and code
  • Description
  • Status (Active/Inactive)

Creating a Document Type​

  1. Click Add Document Type
  2. Fill in the fields:
    • Name: Type name (e.g., "Passport", "Driving License", "Degree Certificate")
    • Code: Unique code
    • Description: Optional description
  3. Save the type

Toggling Status​

Use the Change Status action to toggle a document type between Active and Inactive without deleting it.

tip

Organize your documents with meaningful categories and types. For example, create a "Compliance Documents" category with "Requires Verification" enabled, and add types like "Background Check", "Drug Test", and "NDA" within it.

Next: Learn about Asset Management to track company assets, or continue to Loan Management to manage employee loans.

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