Which documents are filed automatically?
Some documents are filed into the employee's file automatically. These land as Verified and show who filed them, for example "System (Training)". The original record in the other module is not changed.
| Source | What is filed | Notes |
|---|---|---|
| Training | The certificate of a Completed participant, as Training Certificate (number and expiry taken from the training record) | A notice in Training tells the user the certificate was filed. Uploading a replacement certificate renews the version. See the access note below. |
| Disciplinary | Letters when they are sent, as Disciplinary Letter | Confidential. Visible only to roles granted that type (administrators by default). Case evidence is not filed. |
| Separation | Only attachments tagged Clearance letter or Exit letter, as Clearance / Exit Letter | Attachments tagged Private, and old untagged attachments, are never filed. Tag the file when you upload it to the separation. Each tagged file becomes its own document. |
| Data Approval | Proof the requester attached to a request, after the request is approved and applied | Only the requester's files. The type follows the changed field (ID fields to Ghana Card, SSNIT or TIN; education to Academic Certificate; otherwise Uncategorised). Requests that are approved automatically carry no proof, so nothing is filed. |
| Recruitment (ATS) | Candidate documents, when HR chooses to copy them at onboarding | After a candidate becomes an employee, a dialog offers Copy candidate documents to employee file with a type for each document. Files are copied; they land Verified. |
Training access note. Once a certificate is filed into employee documents, opening its direct link follows the employee-document rules as well as the Training rules. A user who can only see Training, and has no access to the Training Certificate type or the employee, can no longer open the certificate through its direct link. The employee can still open it in My documents.
Reminder ownership. After a certificate is filed, Employee Documents sends all its expiry reminders (employee, HR, manager if enabled, and the expired notice). Training stops sending its own for that certificate. Certificates that were never filed keep Training's reminders.
Separation also has an optional Documents clearance subtask (return company-issued documents, archive files). It is advisory; it does not block clearance.