Maintain Documents ESS

This activity allows you to attach documents for an employee. Document type is a system defined quick code. Document is of two types – Tax and General. There are sub documents under each document type. Example of sub document types are: Employment Card, Passport, Salary Certificate, Visa, etc. Document type, etc. The validity of the document and the names of the files can be specified while attaching the document.

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

The “Maintain Documents ESS” page appears.

The system displays the following:

Date Format	The date format that is applicable to the login user.
Employee Code	The Employee code mapped to the login user.
Employee Name	The name of the employee.

To attach document details

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

Document Type	Use the drop-down list box to select the type of the document to be attached against the employee code. The combo is loaded with the options “General” and “Tax”. The system displays “Select” by default on launch of the page. Mandatory.
Document Sub Type	Use the drop-down list box to select the sub document type of the document type. The combo is loaded with the options based on the option selected in the “Document Type” combo.

The system displays the following:

Document Key

The system displays the document type. When Document Type is General, the system displays “General”. When Document Type is Tax, then the system displays “Tax Year Code” Example - Tax – 09-10.

Enter the following in the “Attach Document” multiline:

Document Sub Type	Use the drop-down list box to specify the sub document type which is to be attached against the employee code. The combo is loaded with the options based on the option selected in the “Document Type” combo in the header.
Document Number	The number identifying the document.
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.

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

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.

Document File Name

The file name of the document attached.

Document Unique ID

The unique ID generated by the system for the document. The ID will be in the pattern <Employee Code>_<Document Type Code>_<Document Sub Type Code>_<Effective From date>.

To modify the document attachment details

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

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”,” Tax” and “General”. The system displays “Select” by default on launch of the page.
Document Sub Type	Use the drop-down list box to specify the sub document type by which you want to retrieve the details of the document attached against the employee code .The combo is loaded with the options based on the option selected in the “Document Type” combo in the header.
As On Date	The date by which you want to retrieve the details of the document attached against the employee code.
Document Number	The number identifying the document 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.

Note: When this UI is launched from other components, then the Document type, Document Sub Type and Document Key will be fetched from that UI.