Employee document validity status

The Employee Documents module lets HR and admin users upload, store, and track critical documentation related to each employee. You can now set a validity status for every uploaded document, which makes compliance tracking more streamlined and accurate.

Each document can be classified as:

• Valid
• Expired
• Cancelled
• Revoked

These statuses help you identify outdated or non-compliant records and take timely action, such as renewals or resubmissions.

A filter on the Documents Listing page lets you 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

• When 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 a validity status

Path: Control Panel → Employees → View/Add

1. Click the “Documents” button next to the employee.
2. Under “Add New Employee Document”, fill in the required fields.
3. In the “Validity Status” dropdown, select one of the following:
   
   • Valid
   • Expired
   • Cancelled
   • Revoked
4. Click “Save” to upload the document.
5. The added document now appears in the listing on the same page.
6. You also see its current validity status in the Status column.
   

Filter documents by validity status

1. On the same Documents page, scroll to the Search & Filter section.
2. Use the Validity Status filter to choose the desired status (e.g., Expired).
3. Click the “Filter” button.
4. 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.