Maintain Documents

This activity allows you to attach documents for an employee. Document type is a user defined quick code. Example document types are: Employment Card, Passport, Salary Certificate, Visa, etc. Document type, validity of the document and the names of the files can be specified while attaching the document. Users mapped to Employee Role can view the documents attached. To retrieve and modify the attached document, User has to change the role.

Select the “Maintain Documents” activity under the “Maintain Documents” business component.

The “Maintain Documents” page appears.

The system displays the following:

Date Format

The date format that is applicable to the login user.

Enter the following field:

Employee Code Setup Unit

The organization unit in which employee code parameters are defined for the login organization unit.

To attach document details

Enter the following in the multiline:

Employee Code	The code identifying the employee for whom you require to attach the documents.
	Help Available.

The system displays the following:

Employee Name

The name of the employee.

Enter the following in the multiline:

Document Type	Use the drop-down list box to specify the document type which is to be attached against the employee code. The combo is loaded with options “Select”,” Employment Card”, “Passport”, “Salary Certificate” and “Visa”. The system displays “Select” by default on launch of the page.
Valid From	The date from which the document is valid.
Valid To	The date until which the document is valid.
Upload	You can use the hyperlink available to upload the required file into the system.
Comments	Any other details regarding the attachment of the documents.

The system displays the following:

Attached File

The attached file will be available as a hyperlink. The hyperlink helps you to open the attached file.

Click the “Save” pushbutton to save the document details against the employee code.

To modify the document attachment details

Enter the following field:

Employee Code Setup Unit

The organization unit in which employee code parameters are defined for the login organization unit.

Enter the following details in the “Search Criteria” group box:

Employee Code	The code identifying the employee for whom you require to modify the attachment details.
	Help Available.
Employee Name	The name of the employee for whom you require to modify the attachment details.
Document Type	Use the drop-down list box to select the document type by which you want to retrieve the details of the document attached against the employee code. The combo is loaded with options “Select”,” Employment Card”, “Passport”, “Salary Certificate” and “Visa”. The system displays “Select” by default on launch of the page.
As On Date	The date by which you want to retrieve the details of the document attached against the employee code.

Click the “Search” pushbutton to retrieve the details in the multiline.

The system displays the details in the multiline.

You can modify the required details.
Click the “Save” pushbutton to save the modified document details against the employee code.