Documents in a personnel file are stored in personnel file folders in a structured way.
For storing documents in a personnel file several possibilities are available:
Note: Documents can only be stored in personnel file folders not directly in the personnel file. However, you can still create document at top-level, because the implicit registration of the document requires selecting a personnel file folder.
Each document has a processing state:
Note: When scanning or uploading a document the state is set to “Closed” by default. If the state should be “In Progress”, you have to unmark the Close Document field.
State transitions:
New State Old State | In Progress | Closed | Canceled |
In Progress | no | yes | yes |
Closed | no | no | yes |
Canceled | yes (by recovering the old state) | yes (by recovering the old state) | yes |
A personnel file document can contain several documents (even of different types). One document in the personnel file document can be defined as the main document. When editing a personnel file document, the main document is opened. You can edit the other documents using the properties of the personnel file document (“Personnel File Document” tab > Documents).
Depending on the Use case, you can use documents (for example, Microsoft Word document) and personnel file documents in the personnel file environment.
To create a document, perform the following steps:
The document is stored in the personnel file folder and can be edited in the corresponding third-party product (“Edit” context menu command).
To edit a document, perform the following steps:
Note: Metadata of personnel files can be inserted as updateable fields in associated Word documents. The “Property” button is available in Microsoft Word on the “Insert” tab (the Fabasoft Cloud COM Add-in has to be enabled).
To scan and import a document directly on the device, perform the following steps:
Paper documents can be scanned and assigned automatically to the corresponding personnel file. The assignment is carried out with a barcode that must be entered in the scan dialog.
To pre-capture a document for a scan, perform the following steps:
An empty document is created at once. As soon as the document is scanned the content is taken over in the document. In the personnel file shelf, in the “Scan Queue” field you can find the documents to be scanned.
Note:
To upload a document, perform the following steps:
Documents that need to be renewed recurrently can be provided with a validity deadline.
To define the validity of a document, perform the following steps:
Note: If a document is not yet valid or expired, it is indicated with a red exclamation mark.
Documents can be manually signed with signatures like “Approve” or “Release”.
To sign a document, perform the following steps:
Note: The signatures can also be viewed in the metadata of the document (“Signatures” tab). The tab is only visible, if at least one signature exists.
When a Mindbreeze InSpire service is available for automatic classification, metadata is extracted from the document (if possible) and the registration form is prefilled with this data.
The classification and registration of a document that has not yet been classified and registered can be done either by means of the “Classifying and Registering” context menu command or by placing it directly in a personal file or personnel file folder.
Note: The functionality is only available, if the Mindbreeze InSpire Service is configured correspondingly.
To classify and register a document, perform the following steps:
Documents that are not registered to a personnel file can be registered using the “Register as Personnel File Document” context menu command. Alternatively, a document can also be directly copied in a personnel file or personnel file folder.
To register a document, perform the following steps:
Documents that are registered to a wrong personnel file or personnel file folder can be re-registered.
To re-register a document, perform the following steps:
The document is removed from the current personnel file folder and stored in the new personnel file folder.
A document of a personnel file cannot be deleted directly, but must first be canceled.
To cancel a document, perform the following steps:
Note:
A document with state “In Progress” or “Closed” can be replaced with another document. The replacing document may have a different format (e.g. a Word document can be replaced with a PDF document).
To replace a document, perform the following steps:
Documents that are already in the system can be registered to personnel files using a CSV file. This method is useful if many documents should be registered.
To register documents automatically to personnel files, perform the following steps:
The documents are stored in the corresponding personnel file folders.
Available CSV columns:
CSV Column | Field | Possible Value |
PersNum | Personnel number of the personnel file | String |
FileShelfId | Personnel File Shelf | Fabasoft Cloud ID or Import ID (has to be specified if the import is carried out not in context of a personnel file shelf) |
Folder | Import ID of the folder that should be used to store the document | String |
Teamroom | Fabasoft Cloud ID of the Teamroom that contains the source documents | Fabasoft Cloud ID of a Teamroom |
Document | Import ID or name of the document that should be assigned to the personnel file | String |
DocumentName | Name of the document (optional, if the name should be changed) | String |
Category | Import ID of the category that should be assigned to the document | String |
ValidFrom | Valid from of the document | Date |
ValidTo | Valid to of the document | Date |
State | Processing State of the document | String (StateInProgress, StateClosed) |
Note: The Fabasoft Cloud ID can be found on the “General” tab of the corresponding object. The import ID can be used to update objects and assign these objects to other objects.
If a user-defined form is assigned to documents, these properties can also be imported (the programming name of the respective property serves as the column caption).
When uploading PDF documents, the keywords of the document can be used to predefine metadata.
Format: FSC:persnum;fileshelfid;folder;category;validfrom;validto;state;
Example: