Introduction

This article describes the document management possibilities within the Personnel Administration module.

 

Requirements

You must be an administrator within the Personnel Administration module to complete the configuration.

 

Configuration

1. Permissions

To manage file categories, the following permissions must be ticked:

- Manage file categories

--- Add file category

--- Change file category

--- Delete file category

When uploading new documents, they temporarily enter the "status" unprocessed. Here you have the choice that the user:

1. only can see their own uploaded documents. This can be useful if you don't want to search for your own documents among the documents that colleagues have uploaded and not yet processed;
2. can see all uploaded documents. In turn, this option is useful if you are going to assign documents to a proper category together as a team.

For option 1, you need to tick "Manage own unprocessed documents" and all underlying permissions. 

For option 2, you need to tick "Manage unprocessed documents" and all underlying permissions.

 

Consultation via "My profile"

• You can also give rights in the application to quickly access the documents via "My profile". To do this, you must tick one or more of the following rights under the right "Profile attachment" respectively:
• Access for employee: Employees can view all documents for themselves, with the category also indicating that the employee may view them.
• Access for manager: the manager can access all documents for his direct and indirect team members, where the category also indicates that the manager may see them.

Access for admin: this right allows you to view all documents of all employees. If "populations" have been set to limit a number of employees you can see, this will also be taken into account for this right.

 

2. File categories

In the "Admin" section, under "Personnel administration" you can find section "File categories". This section allows you to define the structure in which you will upload the files.

To create a new category, click "Add file category" in the top right-hand corner.

The first category you create is always a main category. This means that you cannot then fill in the "parent category" field.

The fields you need to fill in to create such a category are:

Code	Here you enter a unique code for this category
Name	Name of the category (with any translations)
Parent category	If this category is a subdivision of another category, you can refer to the parent category here.
Pattern file name	Here, you can define an input mask (see 3. Input masks)
Visible for employees	Tick if the documents of this category may be visible to the employee
Visible for managers	Tick if the documents of this category may be visible to the manager
Object type	If the "Parent category" field is empty, this is a parent category and the value "Person attachment" must be entered here. Otherwise, that field should be left empty (and it automatically takes the type from the parent category).

 

3. Input masks

To monitor naming consistency, you can define an input mask for each category that is automatically suggested when you start loading a new file into the application.

When determining such an input mask, you can choose from the following codes:

Code	Description
#startdate#	By adding this, you are required to enter a date when uploading. This is not the date the document was created, but the functional date, such as the start of a contract. The date is displayed as yyyymmdd.
#enddate#	This field is also mandatory to fill in when used in the input mask. The date is displayed as yyyymmdd.
#category#	This is the name of the category as defined in the "Name" field.
#freetext#	Sometimes it is useful to add a piece of text in addition to the date and name itself. This can then be done by using #freetext#. When uploading, the application will prefill the original file name in this field.

 

Sample combination:

• #startdate#_#categorie#_#freetext# can then give the following file name:

20230101_Contract_remark123.pdf

It is a best practice to always have all file names start with #startdate# that makes it easier to sort around that date later.

 

Usage

Via "Admin" > "Documents" under Personnel Administration, you can drag and drop documents into the application as an admin user.

Once the documents are loaded, the application generates a preview of the first page and you can click on such a preview to assign the document to an employee.

You can also delete documents from the overview by clicking on the trash can icon.

 

Assigning documents to an employee

When assigning a document to an employee, the fields below can be filled in. By default, the application only shows the first 2 fields until you select a category.

Field	Required?	Description
Employee	Required	By default, this field searches only the active employees. An additional link also appears in this field to search inactive employees as well.
Category	Required	Here, the application displays the list of file categories you have designated as the main category.
Sub category		Only if a subcategory is configured for a main category does this option appear.
File name	Required	This field must always be filled in (based on the configured input mask). If #freetext# is in the input mask, the original file name is shown in this field as a suggestion.
Start date	Only mandatory if it is defined in the input mask	Here, you enter the start date to which this document relates.
End date	Only mandatory if it is defined in the input mask	Here, you enter the end date to which this document relates.
Remark		This is an internal comments field for the administrator and is not shown to the employee or manager.

After completing the fields, you can click "Save" at the top right. If there are any unprocessed documents ready, the label will automatically change to "Save and next".