The Employee Documents module allows HR and Admin users to upload, store, and track critical documentation related to each employee. A recent enhancement now enables setting a validity status for every uploaded document, making compliance tracking more streamlined and accurate.
Each document can be classified as:
- Valid
- Expired
- Cancelled
- Revoked
These statuses help in identifying outdated or non-compliant records and taking timely actions such as renewals or re-submissions.
Additionally, a filter on the Documents Listing page allows users to quickly search and sort documents based on their validity status.
Who Should Use This
- HR/Admins managing employee records
- Compliance teams tracking document expiry or updates
- Audit teams verifying document statuses
When to Use This
- Uploading or updating any employee-related document
- During audits or compliance checks
- While reviewing expiring or revoked documentation
How to Set and Manage Document Validity
Add a New Employee Document with Validity Status
Path: Control Panel → Employees → View/Add
- Click on the “Documents” button next to the employee
- Under “Add New Employee Document”, fill in the required fields
- In the “Validity Status” dropdown, select one of the following:
- Valid
- Expired
- Cancelled
- Revoked
- Click “Save” to upload the document
- The added document will now appear in the listing on the same page
- You will also see its current validity status in the Status column.
Filter Documents by Validity Status
- On the same Documents page, scroll to the Search & Filter section
- Use the Validity Status filter to choose the desired status (e.g., Expired)
- Click the “Filter” button
- The table will refresh to show only documents matching your selected status
Note: You can use the action buttons in the Status column to update a document’s validity as needed.