Employee identifications

An employee's Identifications are the official documents they hold — national ID, passport, driving licence, residence permit — together with the scans of those documents. Keeping them on the employee's record means HR can confirm a number at a glance, see which documents are about to lapse, and open the scan without searching through shared folders.

The kinds of document, and how their numbers must be written, come from Identification types. Define those first.

Accessing an employee's identifications

1. Navigate to Human resources > Employees management > Employees.
2. Select the employee's row.
3. Select Identifications on the toolbar.

You can also open an employee's record and select Identifications on its toolbar. The page title area shows the employee's name and personnel number so you always know whose documents you are looking at.

Identifications are available to users who have been granted access to them. Users who can only view them see the documents and can download the scans, but the Add, Edit and Delete actions and file upload are not offered.

Choosing a layout

The page offers two layouts of the same information. Select Grid view or Split view at the right of the toolbar to switch; the system remembers your choice.

Split view

The default. The employee's documents are listed on the left, each showing its type, number, status and file count, with a search box above them. The selected document fills the right side with its fields, its list of attachments, and a preview of the open file — so you can read the document without any further clicks.

Grid view

A table with one row per document: Type, Number, Issued, Expires, Description, Status and the number of Files. Selecting a row opens a pane on its right with the document's fields and attachments. Use Attachments on the toolbar, or the close button at the top of the pane, to hide or show it. Drag the pane's left edge to resize it; the width is remembered. On a phone the pane opens full screen.

Grid view suits employees with many documents or when you want to scan statuses down a column; split view suits working through one document and its scans.

Understanding the status

Each document carries a status, worked out from its expiry date:

• No expiry: The document has no expiration date.
• Valid: It expires more than 30 days from now.
• Expires in n days: It expires within the next 30 days, or today.
• Expired: The expiration date has passed.

The employee also receives a notification 30 days before a document expires, again 7 days before, and on the day it expires, so renewals are not missed.

Adding an identification

1. Select Add on the toolbar. In grid view a new row appears at the top of the grid; in split view a New identification entry appears in the list, with an empty form on the right.
2. Fill in the fields:
   • Type: The kind of document. It is chosen now and cannot be changed afterwards.
   • Number: The document number. It is checked against the type's rules, and the form shows the expected format beneath the field. Spaces at the ends are removed and letters are stored in upper case.
   • Issued and Expires: Optional. The expiration date cannot be earlier than the issue date.
   • Description: Optional notes, such as the issuing authority.
3. Select Save. Select Cancel to discard the entry.

While you are adding or editing, the other toolbar actions, the layout switch and the list of documents are unavailable, so an edit in progress cannot be lost by accident.

info

An employee cannot hold the same number twice for one type. If the type is marked Unique across employees, the number also cannot be recorded for any other employee.

Scans are attached after the identification is saved — see Attaching files.

Editing an identification

1. Select the document, then Edit on the toolbar. In grid view its row becomes editable; in split view its fields become editable in place.
2. Change the number, dates or description. The type is fixed.
3. Select Save, or Cancel to keep the original values.

Attaching files

Attach scans or photos of the document to its identification.

1. Select the identification.
2. Drag files onto Drop files here or browse, or select it to choose files from your device. Several files can be added at once.

The rules for attachments:

• Only PDF, JPEG and PNG files are accepted, up to 10 MB each and 10 files per identification. The file's content is checked, not just its name, so renaming a file does not make it acceptable.
• Files that do not meet the rules are skipped with a message naming the file and the reason; the others still upload.

Each attachment shows its name, size and the date it was added, with buttons to download it and, if you may manage identifications, delete it. Deleting a file asks for confirmation and cannot be undone.

Previewing a file

• In split view, the selected file is shown on the right of the document. Select another file in the list to switch the preview.
• In grid view, select a file in the pane to open it in a preview window, which also has a download button.

Deleting an identification

1. Select the document, then Delete.
2. Confirm the action in the dialog.

attention

Deleting an identification permanently removes the document's record and all of its attachments. This cannot be undone.

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Attachments are included in system backups, so scans are protected together with the rest of your data. See Database backups.