Employee documents
How to keep employee documents in Factura HRMS: upload and renew files, verify and archive them, track expiry dates and see who is missing a document.
This guide explains how to keep employee documents (ID cards, permits, licences, contracts, certificates) in Factura HRMS. It covers HR staff who upload and verify documents, administrators who set up document types and access, and employees who use My documents in self-service (ESS).
Screens differ slightly by company. Document types, access and settings are configured per company, so your list of types and what you can see depends on your role. The screenshots show a sample company with fictional people.
Overview
Each employee has a document file. Every document in it has a type (for example Ghana Card or Work Permit), optional details (number, issue date, expiry date, issuing authority) and one or more files.
Key ideas:
- Version. A renewal does not overwrite the old document. It creates a new version. The old one is kept as Superseded and shown in the document's history.
- Verification. HR can mark an upload as verified or reject it. This is separate from the expiry date.
- Validity. Whether a document is Valid, Expiring or Expired is worked out from its expiry date. It is never typed in. A document with no expiry date shows No expiry.
- Nothing is quietly deleted. Documents are archived with a reason. Only two things remove a file: a short "undo" window for the uploader, and an administrator-only erase for misfiled documents.
Where to find it:
| Task | Where |
|---|---|
| An employee's documents | Open the employee, then the Documents tab |
| Bulk upload | People, Documents group, Bulk upload documents |
| Documents due to expire | Expiring documents list (opened from the home tile or from the compliance page) |
| Documents waiting for you to verify | Inbox, Documents folder |
| Document types, access, requirement rules | Setup, Employee Document Types |
| Compliance matrix | People, Documents group, Document compliance |
| Reminder and ESS upload settings | Setup, System Settings, Documents (under Data & Import) |
| Employee view | My documents in the side menu, or My work, My documents |
Articles in this guide
- Which document types can each role see?Open Employee Document Types in Setup to see every type in one list.
- How do I upload and renew documents?Open the employee, then the Documents tab.
- How do I verify an employee document?Pending uploads appear in Inbox , in the Documents folder, for users who can verify that type and can see…
- How do I archive or restore a document?To hide a document you no longer need, open More , choose Archive and give a reason.
- How do document expiry reminders work?A daily job (06:00) looks at current documents with an expiry date.
- How do I check document compliance?For each type you can say who must hold it.
- What does the home Documents tile show?Home tile. The Documents tile on the home page shows four counts: Expired, Expiring, Missing required and…
- How do I use My documents?Open My documents in the side menu (or in My work ).
- Which documents are filed automatically?Some documents are filed into the employee's file automatically.
- How long are employee documents kept?Each type has a retention period in years after the employee leaves (7 by default).
Statuses and FAQ
| Status | Meaning |
|---|---|
| Pending verification | Uploaded, not yet decided |
| Verified | Accepted by HR (or filed by another module) |
| Rejected | Declined with a reason |
| Superseded | Replaced by a newer verified version |
| Archived | Hidden by HR, kept |
| Purged | Removed after retention; a stub remains |
I cannot see a document type that a colleague sees. Your role has no access row for it. Ask an administrator to grant it in the type's Who can access form.
An employee uploaded the wrong file. If it has not been verified and is under 24 hours old, the uploader can delete it. Otherwise reject it, or archive it. If it is on the wrong employee's file, an administrator can erase it.
The home tile and the compliance matrix show different numbers. The tile counts every document you can see, while the matrix counts only the documents each employee is required to hold (see section 8). The tile and the Expiring documents list always agree; reload if they do not.
Why did the employee not get a reminder? The type has no reminder days, reminders are off, the document has no expiry date, a renewal is waiting for verification, the employee has left, or the email address is missing.
Can I delete a document type? No. Deactivate it.
The "Update employee record" box is missing. See the list in section 4.