Employee Documents

What it does

• "Employee Documents" module allow HR managers to manage all kinds of employee documents and automatically send an email notification when a document is about to get expired.
• You can find this module in the "Employee" app when installed.

Key Features

1. Document Types Management

   • HR Manager can define unlimited document types. For example, National ID Card, Insurance Card, Social Security Card, Passport, Visa, etc.

   • Each document type has the following properties:

     • Name: the name of the document type, which is unique in the system wide.
     • Days to Notify: the default value for number of days prior to the expiry for the system to notify about the expiration of the document of this type.
     • Description: text field to describe to type.
     • Kept by: An information field to indicated whether the original document of this type should be kept by the company or by the employee. It is a default value for the document of this type.
     • Return Upon Termination: The default value for the documents of this type to indicate if the origin of the document should be returned to its owner upon termination.

2. Employee Document

   • Is an Odoo document that allows HR Officer to manage all the documents related to the employees of the company.

   • Each document contains the following information.

     • Doc. Numer: the number/name of the document.
     • Kept By: An information field to indicated whether the original document is currently kept by the company or by the employee.
     • Return Upon Termination: If checked, the original document must be return to its owner. I.e. if the origin is kept by the company, it should be returned to the employee; if the origin is kept by the employee, it should be returned to the company.
     • Doc. Manager: the one in the HR department that takes responsibility for managing this document.
     • Document Type: Indicate the type of this document (e.g. SSI Card, Passport, etc).
     • Employee: the employee to whom this document is related.
     • Issue Date: the date on which the document was issued.
     • Issued By: linked to a partner record.
     • Place of Issue.
     • Expire Date: the date on which the document gets expired (if applicable).
     • Days to Notify: number of days to notify before the expiration of the document.
     • Image 1: store a photo of the document.
     • Image 2: store another photo of the document.
     • PDF: Store the PDF version of the Document.

   • PDF Viewer: the PDF version can be viewed online without downloads.

3. Employee

   • Show a stat button on the employee form to indicate number of documents related to this employee.
   • Click the button will drive the user to the list of the documents.
   • Employees can create/upload their own personal documents.

Supported Editions

1. Community Edition
2. Enterprise Edition