Employee Documents (Types and Templates)

HR keeps passports, licences, ID cards and certificates for every employee, and needs a warning before they lapse. This edition adds document types, reusable document templates and per-document notification settings. It extends the Employees app and includes a scheduled expiry check. The benefit is a structured register that prevents working with expired papers.

1. 1

   Define document types

   From the Employee Document Types menu HR creates types such as Driving License, Passport and ID Card. Each type is a document.type record. Types are used to classify employee documents.

   • Menu: Employee Document Types
   • Demo types included
2. 2

   Prepare document templates

   Under Document Templates HR stores a template with a name, note and attached files. The template serves as the reference copy for a required document. It is stored on hr.document.

   • Menu: Document Templates
   • Fields: Document Name, Note, attachments
3. 3

   Record an employee document

   In Employee Documents HR enters the number, employee, type, Issue Date and Expiry Date with attachments. A constraint on the expiry date raises the message that the document is expired. The record can be reached from the employee Documents button.

   • Fields: Number, Type, Issue Date, Expiry Date
   • Constraint on expiry date
4. 4

   Set the notification policy

   Each document has Days before expiry and a Notification Type selection. The scheduled action Employee Document Expiration reads these values. It sends the reminder within the chosen window.

   • Fields: Days, Notification Type
   • Cron: Employee Document Expiration
5. 5

   Search and group

   The document search view offers a group by Employee filter. HR can review all documents of a person or track expiring ones. Access is granted to employee, user and manager groups.

   • Group By: Employee
   • Access per group

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