Employee Documents

Passports, licences and certificates expire, and missing a renewal can stop an employee from working. This module keeps every document on the employee with its number, dates and attachments. It extends the Employees app with a Documents smart button and a scheduled reminder. The benefit is a single searchable register that warns HR before a document expires.

1. 1

   Create checklist document types

   Document names such as Education, Salary and Experience Certificate are kept as employee.checklist records. They are seeded by the module data. HR can add more types with an entry or exit type.

   • Model: employee.checklist
   • Seed data included
2. 2

   Open the Documents button

   On the employee form the Documents smart button shows the count of documents. Clicking it opens the list filtered to that employee. The count is computed from hr.employee.document.

   • Smart button: Documents
   • Field: document_count
3. 3

   Register a document

   HR creates a document with its Document Number, checklist type, Issue Date, Expiry Date and description. Files are attached through the attachments field. The record is linked to the employee.

   • Fields: Document Number, Issue Date, Expiry Date
   • Attachments supported
4. 4

   Get expiry reminders

   A scheduled action named HR Employee Data Expiration runs periodically and checks expiry dates. Users with documents close to expiry are notified. The date check protects against renewals being forgotten.

   • Cron: HR Employee Data Expiration
   • Based on Expiry Date
5. 5

   Control who sees what

   Access rights are given to the employee, the HR user and the manager groups. Employees can read their own documents while managers maintain them. Each document keeps a chatter history.

   • Access rows per group
   • Chatter on checklist

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