How to set up employee document types

Document types group the documents of employees by purpose (National ID, Passport, Labor Contract, Social Security Card, and so on). Define them in Employees > Configuration > Document Type, with who keeps the original and how many days before the expiry date the system sends a notification.

Who does this	Application
A user with the Officer: Manage all employees access level or higher. Only an Administrator can delete a document type.	Employees

Requirements

This tutorial requires the installation of the following applications/modules:

• Employee

• Employee Documents

Installation

Open the Viindoo Apps, search for Employee Documents, then click Activate. When the module is already installed, its card has no Activate button, as in the example below.

Create employee document type

How do I create a document type?

1. Go to the Employees application.

2. Open Configuration ‣ Document Type.

3. Four types already exist: National ID, Passport, Labor Contract and Social Security Card. Click New to create another one, or click a type to edit it.

4. Fill in the form.

5. Save.

Important fields

Field	Effect	If left empty or wrong
Name (title of the form)	Name of the document type, for example Insurance Card.	The type cannot be saved.
Type	Purpose of the document: National ID, Passport, Labor Contract, Social Related Docs or Others.	Defaults to National ID.
Description	Free text description.	Nothing is shown.
Being kept by	Who holds the original: the employee or the company.	Defaults to the employee.
Return Upon Termination	Shown only when the company keeps the document. When ticked, the company has to give the original back to the employee when they leave.	Not ticked: the original is not flagged for return.
Days to Notify	How many days before the expiry date a notification is sent. The default is 7 days.	Must be filled; the default applies.

If the employee keeps the document, Return Upon Termination is hidden and cannot be ticked.

Expected result

The new type can be chosen when you create an employee document.

Common problems

Problem	Cause	What to do
The Document Type menu is missing.	Employee Documents is not installed, or the user cannot open Configuration.	Install the module and grant the Officer: Manage all employees level.
Return Upon Termination is not shown.	Being kept by is set to the employee.	Set Being kept by to the company.

See also

Related article

• How to set up and launch activity plans

Optional module

• Employee Advance Management

• Automatically recognize the date of birth of employees’ spouses

• Employee Birthday Filters