Documents
Documents & Certificates Page
This page is the center for managing all official documents for employees within the company. Its goal is to save, track, and review all files related to employees in one place instead of losing them or forgetting their expiration dates.
It is considered one of the most important pages in the system because it is related to job security and legal compliance.
The Unit is Used For:
- Saving official employee contracts: Documenting all contracts
- Saving IDs: (ID card, passport, residence permit…)
- Experience and training certificates: Documenting qualifications
- Government documents: All official documents
- Any additional files: That HR department wants to archive
Use the documents page regularly to ensure organization of all documents and avoid losing any important files.
Importance of "Documents & Certificates" Page
1. Organize and Archive All Official Files
Instead of files being in random folders, WhatsApp, or emails, each document is linked to a specific employee and displayed in an organized table.
Organized archiving helps quick access to any document and reduces time wasted in searching.
2. Easy Access to Any Document in Seconds
You can search by:
- Employee Name: To find all documents for a specific employee
- Department: Filter by departments
- Document Type: (ID card, contract, passport, etc.)
- Addition Date: Sort by date
- File Name: Text search
3. Track Expiration Dates and Alerts Before Them
As shown in the image:
A red expiration date box appears to alert HR before the document expires.
This feature prevents:
- Employee residence permit expiration
- Work contract expiration
- License expiration
- ID expiration
This reduces legal problems and fines.
Make sure to review alerts regularly to renew documents before they expire and avoid legal problems.
4. Easy Access to Documents in One Second
Instead of opening paper files or errors in storage.
5. Reduce Administrative Errors
Because each document is linked to a specific employee + department + document type + addition and expiration dates.
6. Official Documentation for Every Added File
This facilitates review, inspection, or internal auditing.
Official documentation helps legal compliance and facilitates auditing and review processes.
Files Table (Main Table)
It is the heart of the page, displays all uploaded documents, and consists of columns:
Basic Columns:
1. Employee
Document owner.
Example: "Hossam Attia – Software Manager"
2. Job Title
Helps know employee rank and team.
3. Department
Employee department: Software – Technical Support – Accounting – Engineering…
4. Document
Type of uploaded record:
- National ID card
- Work contract
- Passport
- Review report
- Training certificate
5. Type
Abbreviated types defined within the system such as:
id_cardcontractreportcertificate
6. Addition Date
The day the file was uploaded.
7. Files and Expiration Date
Most important column on the page.
Displays:
- Uploaded file name: For download
- Expiration date: When document validity expires
- Warning if document is about to expire: Red alert
In the image:
❗ Red alert appeared because the document will expire soon.
Monitor expiration dates regularly to renew documents before they expire and avoid legal problems.
Third: How is the Page Used Practically?
1. Add New Document for Employee
Steps:
- Click "Add Document +"
- Select employee
- Select document type
- Upload file
- Specify expiration date (if document has validity)
- Save
Make sure to enter all details correctly when adding a new document to ensure good organization.
2. Display Documents as Needed
Example:
You as HR need to see all ID cards that will expire within a week.
You do:
- Filter Type = ID
- Filter Expiring Soon
System displays only critical files.
Use filters to quickly find important documents, especially those about to expire.
3. Review Employee Document
From the table:
Click on the document → Opens for viewing and downloading.
4. Discover Expiring Documents
Document that is about to expire shows a red box:
"Expiration Date"
And facilitates taking renewal or follow-up actions.
Expired documents may affect employee legal status. Make sure to monitor them regularly.
5. Download, Delete, or Update File
When clicking on the document, HR can:
- Download File: To get a copy
- Delete File: When not needed
- Add New Version: To update document
- Modify Expiration Date: Upon renewal
Fourth: Page Importance Within HR System
- Helps system serve large and small companies with complete organization: Comprehensive solution for all sizes
- Prevents losing files or forgetting important renewals: Protection from data loss
- Supports legal compliance (Compliance): Adherence to laws and regulations
- Reduces time wasted in manual search: Saves time and effort
- Facilitates Ministry of Labor reviews or any regulatory body: Preparation for auditing
- Increases HR management professionalism: Improves professional image
The documents page is essential for legal compliance and ensuring job security within the organization.
Adding New Document - Three Stages
Stage One: Employee Data
At this stage, the document is linked to the correct employee within the system.
Required Fields:
1. Employee Name
Employee is selected from the dropdown list.
This determines who the document will be uploaded for and which department it will be archived to.
2. Addition Date
Is the date on which the document was issued or uploaded.
Helps organize files and arrange them by dates.
After completing data:
➡️ Click Next to proceed to the second stage.
Make sure to select the correct employee and accurate addition date to ensure good organization.
Stage Two: Document Data
Here all details specific to the document itself are entered.
Required Fields:
1. Document Type
Such as: ID card – Work contract – Passport – Experience certificate – etc.
Helps classify files within the system.
2. Document Name (Arabic)
Write the name as it will appear in the system in Arabic.
3. Document Name (English)
Write the name in English (important for bilingual systems and downloading files in multinational companies).
When finished:
➡️ Click Next to proceed to file upload stage.
Entering the name in both Arabic and English helps support employees speaking both languages.
Stage Three: Upload Files
At this stage, the actual document is uploaded.
Available Options:
1. Upload Files
You can upload one file or multiple files according to document type.
Can use Choose files button or drag and drop.
2. Select Multiple Files at Once
System supports selecting more than one file using Ctrl or Cmd.
3. File Link (Optional)
Can add a link to a document saved outside the system (such as Google Drive or OneDrive).
Useful for large or archival files.
When finished:
➡️ Click Add to complete saving the document within the system.
Make sure to upload correct files and that they are clear and easily readable.
What Happens After Saving the Document?
- Document is directly linked to employee file: Automatic linking
- Appears automatically in Documents & Certificates page: Immediately after saving
- Can be searched and filtered: By name, department, or type
- Can be downloaded, deleted, or modified later: Complete flexibility
After saving the document, make sure to review entered data and verify it appears correctly in the table.
Fifth: Practical Examples
Example 1: Adding New Work Contract
Employee: Ahmed Mohamed
Document Type: Work Contract
Addition Date: 01/01/2025
Expiration Date: 31/12/2025
Status: Active
This example shows how to add a new work contract with specifying expiration date for tracking.
Example 2: Renewing ID Card
Employee: Mona Ahmed
Document Type: National ID Card
Addition Date: 15/01/2025
Expiration Date: 14/01/2030
Status: Active
Specifying expiration date helps track document renewals before they expire.
Example 3: Expired Document
Employee: Khaled Ali
Document Type: Residence Permit
Expiration Date: 30/12/2024
Status: ⚠️ Alert - About to Expire
In this case, a red alert appears to alert HR of the need to renew the document before it expires.
Sixth: Integration with Other Systems
The documents system integrates with:
1. Employees System
Linking documents to employee personal file.
2. Notifications System
Sending alerts when documents are about to expire.
3. Reports System
Generating reports on expired or expiring documents.
4. Legal Compliance System
Ensuring adherence to legal requirements.
Integration with other systems ensures smooth information flow and legal compliance.
Seventh: Best Practices
1. Update Documents Regularly
Make sure to update documents when renewed or changed.
2. Review Alerts Daily
Monitor documents about to expire regularly.
3. Use Filters Effectively
Use filters to quickly find required documents.
4. Document All Changes
Make sure to document any modifications to documents.
Applying best practices ensures good organization and complete legal compliance.
Section Summary
The Documents & Certificates page is the center for managing all official documents for employees within the company. The unit provides powerful tools for organizing and archiving files, tracking expiration dates, and quick access to any document. Through this page, HR department can ensure legal compliance, reduce administrative errors, and increase HR management professionalism.