My entries 

Documents are all entries that can be uploaded at a certain place in the personnel file, saved as an attachment and tailored to the respective employee.

You will receive an insight into your own entries in the first view. This view is empty at the start. In order to populate this view, you can download the empty view as a template by selecting   as .xls, populate it and then upload it again by usingand import it. Your own entries will overwrite the valid entries in the configuration.

The reference field must contain exactly the key that is listed under . These are the entries for the fields supported in the masks.

At present, this is the valid list:

Effective entries

These are our recommendations that are generally valid for each country. If certain types of documents are missing, you can add these in My entries. You can see the documents from both lists of entries in the personnel file.

Explanatory examples

The Reference field has to contain the key (see above). Since it should be possible to upload a document beside the job description, the reference field Department.JobDescription has to be entered. The following can always be used as a template: ‘Mask:field’.

The following masks are supported:

1. Personal information
2. Contract
3. Education
4. Department

If you wish to provide several document types for uploading for a reference field, you can use the field Sequence display to determine the order in which the document types are to be displayed. The sequence is selected in ascending order, starting with the smallest value. You choose whether to start with 1 or 10. You can select the range of numbers of your choice.

The Document type is the name of the document to be uploaded and that will be displayed as such in the personnel file. Since these documents are mostly forms, it is advisable to use the official name (e.g. tax card, household certificate, STM occupational health check).

For Number, the number 1 means that only one document can be uploaded whereas ‘n’ means that any number of documents can be uploaded.

M/O stands for documents that are either mandatory (M) or optional (O).

The green fields are decision-making fields. Nationality, country of residence, language, role, job description, department and cost centre refer to the employee for whom the rule is applied. All the fields are connected by AND, e.g.:

The orange fields show the different types of companies: subsidiary, enterprise or group. This only applies if you have captured several companies. The company key has to be entered here, that is the short description.

According to our example, there are nine documents that the company has created itself under Contract.Documents.

The display in the personnel file under the tab Contract appears as follows:

All the documents that we have determined as mandatory fields (M), are assigned the symbol:                   .

All the documents that are optional (O), are marked by.

By clicking on the coloured cloud, one or more documents can be uploaded, depending on the number that was stored under ‘Number’ (1 or ‘n’).

The bonus agreement and the matriculation certificate cannot be uploaded and will not be provided for selection because they are limited to the position ‘Sales’ or ‘Working student’. This does not apply to the employee selected for our example.

For this reason, it is possible that different documents are provided for uploading for each personnel file, depending on the restrictions.

History

The last changes that we made (Effective entries) and that were uploaded by you (My entries) can be seen above the table. Please note that when you delete entries, associated documents may have been uploaded. If an entry is deleted, the associated document will also be deleted.

Previous entries can be selected and downloaded so that a user can use a previous configuration as a base for uploading the updated entries again.