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Managing Employee Document Types

Learn how to manage employee document types on webapp

Written by StaffAny
Updated today

Contents of this article are applicable to the following users

Product: HRAny

Platform: Web

Access Level: Manager/Owner

Employee document types help your organisation define the categories used to organise employee documents in StaffAny. Once set up, these document types can be selected when uploading employee documents, and they can also be used as required document fields in the new joiner form. Employee document types are reusable categories for employee-related files. Examples may include Identity Card, Food Hygiene Certificate, etc.

This guide will cover how to:

  1. Create an employee document type

  2. Edit an existing document type

  3. Archive and Unarchive an existing document type

  4. Use Employee Document Types in Staff Profile

  5. Use Employee Document Types in New Joiner Form

Create an employee document type

  1. Go to Settings > Team Management

  2. Open Employee Document Types.

  3. Click Create Document Type.

  1. Enter name in Document Type.

  2. Optionally enter a Description.

  3. Click Create.

After creation, the document type appears in the Active tab.

Edit an Existing Document Type

You can only edit active document types. All changes will be updated after saving.

  1. Go to Settings > Team Management

  2. Open Employee Document Types.

  3. Find the document type you want to update.

  4. Click Edit.

  1. Update the Document Type name or Description.

  2. Click Edit to save.

Archive and Unarchive an Existing Document Type

Archived employee document types are not available for selection during the creation of New Joiner Form and employee document feature.

Archive a document type

  1. Go to Settings.

  2. Open Employee Document Types.

  3. In the Active tab, find the document type.

  4. Click Archive

The document will move to the archived tab and cannot be edited

Unarchive a document type

  1. Open the Archived tab.

  2. Find the document type.

  3. Click Unarchive.

Use Employee Document Types in Staff Profile

Employee document types are used when uploading or editing documents for a staff.

When adding an employee document, StaffAny requires:

  • a document file

  • a selected Document Type

Here is how you can upload documents in employee records:

  1. Go to My Team

  2. Find a staff you want to upload the document for

  3. Click the Documents tab

  4. Click Add Document

  1. Upload document you already prepared. Document Type will depend on the active document type you have created. You can also add additional information regarding document’s expiry date

Supported file formats (up to 10MB) in the reviewed upload form are JPG, JPEG, PNG, PDF, DOC, and DOCX.

If no employee document types exist, the employee document form shows a prompt linking the user to create one under Settings page.

Use Employee Document Types in New Joiner Form

Employee document types directly affect the Documents tab in the New Joiner Form[TDL link to New Joiner Form help article once it’s released] builder.

How it works:

  1. Active employee document types will be available during creation of the new joiner form.

  2. Each active document type becomes a selectable file field under the Documents tab

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