Documents HR
Manage employee documents with automatic folders and portal access
Documents HR module integrates document management with HR system, automatically creates individual folders for each employee and centrally stores HR documents.
Supports employment contract management, e-signature requests, and allows employees to access personal documents via portal.
Automatic folder structure
When creating a new employee, the system automatically creates a personal folder under "Employees - [Company Name]" with controlled access rights.
Key points
• Employee personal folder: folder name is employee name, access rights only HR can view (internal=none, via_link=edit).
• Contracts folder: stores employment contracts and signed documents.
• Custom subfolders: can configure additional folders like Payslips, Certificates, ID Documents.
Access employee documents
Access employee documents from employee form or from Documents module.
Steps
1. From employee form: Go to HR → Employees, select employee, go to Documents tab.
2. From Documents: Go to Documents → Employees - [Company Name], select employee folder.
3. View document count in Document Count field on employee form.
Upload and manage documents
Upload employee documents from employee form or directly in Documents.
Steps
1. From employee form: Go to Documents tab, click Upload.
2. From Documents: Go to employee folder, click Upload or drag and drop files.
3. Assign classification tags (Contracts, Certifications, Absences).
4. Documents will automatically link to employee.
Interface terminology
| English | Description |
|---|---|
| Employee Folder | Employee personal folder |
| Contracts | Subfolder storing employment contracts |
| Document Count | Total number of employee documents |
Manage contracts and signatures
Create employment contracts and send e-signature requests to employees.
Key points
• Integrates with Sign module to send e-signature requests.
• Track signature status in Signature Requests list.
• Signed contracts are securely stored in Documents.
Steps
1. Go to HR → Employees, select employee, go to Contracts tab.
2. Create new contract or select existing contract.
3. Attach contract PDF file.
4. Click Sign Document to create signature request.
5. Signed contract will automatically save to employee Contracts folder.
Configure Documents HR
Configure default subfolders and document tags for employees.
Key points
• Subfolders will automatically create for new employees.
• Default tags help classify documents easily.
Steps
1. Go to HR → Configuration → Settings.
2. Find Documents section.
3. Configure Employees Subfolders: add default subfolders (e.g., Payslips, Certificates).
4. Configure Default Tags: add default tags for employee documents.
5. Click Save to save configuration.
Access documents via Portal
Employees can access personal documents via portal without needing internal user rights.
Key points
• Access rights are automatically controlled: employee only sees their own documents.
• HR can share specific documents with employee via portal.
Steps
1. Ensure employee has portal account (Contact with Portal Access).
2. Employee logs into portal at company website address.
3. Go to My Documents menu to view personal documents.
4. Employee has view-only rights, cannot edit or delete.
Practical tips
Key points
• Configure standard subfolders (Contracts, Payslips, Certificates, ID Documents) for consistent document organization.
• Use tags to classify documents by type (Contracts, Certifications, Absences).
• Integrate with Sign to automate contract signing workflow.
• Allow employees portal access to view personal documents (payslips, contracts).
• Set employee folder access rights to internal=none for information security.
• Use Document Requests to request employees upload documents (ID, certificates).