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Prerequisites
  • The employee whose documents you want to manage already has a profile under HR > Employee > Employee List.
  • Under HR > Document Type (or Setup > Document Type), verify that relevant types exist (e.g., “Passport,” “Offer Letter,” “Medical Certificate,” “Training Certificate”).
  • Add any custom types you need before uploading files.

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Step 1: Navigate to the Employee Profile

  1. Go to Employee List
    • In the CGIC App sidebar, click HR > Employee > Employee List.
    • Search or filter to find the employee (e.g., by name or employee code).
  2. Open the Profile
    • Click the employee’s Name or Employee Code to view their profile.
    • Ensure the record is in View mode. If you need to make edits, click Amend or Edit first.

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Step 2: Upload New Documents

  1. Scroll to Attachments Section
    • Within the employee profile, find the Attachments section (typically near the bottom or under a dedicated “Documents” tab).
  2. Click “Upload”
    • Click the Upload button or drag-and-drop files into the attachments area.
    • A dialog appears prompting you to select one or more files from your computer.
  3. Specify Document Type and Metadata
    • For each file, fill in:
      • Document Type: Select from the dropdown (e.g., “Passport,” “Offer Letter,” “Degree Certificate”).
      • Description (optional): A brief note (e.g., “Scanned passport bio page,” “Signed employment contract”).
      • Issue Date / Expiry Date (if relevant): For ID cards or certificates that expire.
  4. Click “Save”
    • The CGIC App uploads the file and attaches it to the employee’s profile.
    • A thumbnail or filename appears in the list, along with the document type and any entered dates.

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Step 3: Categorize and Organize Documents

  1. View Document List
    • Under Attachments (or Documents tab), you’ll see a table listing all files:
      • Filename
      • Document Type
      • Upload Date
      • Expiry Date (if provided)
      • Uploaded By
  2. Filter by Type or Status
    • Click the Filter icon above the attachments list.
    • Filter by Document Type (e.g., only show “ID Cards”).
    • Filter by Expiry Date to surface expiring documents (e.g., date ≤ 30 days away).
  3. Rearrange or Re-order
    • If your configuration shows a default sort (e.g., newest first), click the Upload Date column header to reverse or re-sort.
    • Drag to reorder files manually if you prefer a custom sequence (depending on your CGIC App setup).

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Step 4: View, Download, or Preview Documents

  1. Click Filename or Thumbnail
    • To preview a document, click its Filename or thumbnail image.
    • The CGIC App opens a lightbox or new window showing the document contents (PDF viewer or image viewer).
  2. Download Document
    • In the preview window, click the Download icon to save the file locally.
    • Alternatively, hover over the file in the list and click the Download button on the right-hand side.
  3. Check Version History
    • If multiple versions exist (e.g., updated passport scans), click the Version indicator (e.g., “v2”) to see earlier uploads.
    • Download or preview any previous version if needed for audit.

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Step 5: Edit Document Metadata or Replace Files

  1. Edit Metadata
    • Hover over a file row and click the Edit (pencil) icon next to it.
    • Modify fields such as Document Type, Description, Issue Date, or Expiry Date.
    • Click Save to update.
  2. Replace a File (New Version)
    • If you need to upload a newer scan or replace a document:
      • Hover over the file and click the Replace icon (often shown as two arrows or a refresh symbol).
      • Select the new file to upload.
      • The system creates a new version, keeping the old one in history.
  3. Add Comments or Notes
    • In some configurations, you can add a Comment to a specific document (e.g., “Passport updated following renewal on 2025-05-20”).
    • Click Add Comment under the file and type your note, then Save Comment.

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Step 6: Delete or Archive Documents

  1. Identify Documents to Remove
    • Only delete documents that were uploaded in error or duplicates that serve no audit purpose.
    • For expired IDs or superseded versions, consider archiving instead of deleting (if your CGIC App has that feature).
  2. Delete a File
    • Hover over the file and click the Delete (trash can) icon.
    • A confirmation dialog appears—click Yes, Delete to remove permanently.
    • The CGIC App logs who deleted it and when in the Audit Trail.
  3. Archive Instead of Delete (If Available)
    • Some setups allow you to Archive a document (removes it from default view but keeps it in storage).
    • Hover over the file and click Archive. In the filter panel, uncheck “Show Archived” to hide it; check that box to view archived docs.

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Step 7: Track and Manage Document Expiry

  1. Configure Expiry Alerts
    • Go to Setup > Email Alert > New.
    • Set:
      • Document Type: Employee Document (or whichever doctype your attachments belong to).
      • Condition: Expiry Date = today + 30 days (or your chosen lead time).
      • Recipients: HR Manager, Employee.
      • Email Template: “Reminder: document_type for employee_name expires on expiry_date .”
    • Save and Enable.
  2. Use Expiry Filters
    • In the employee’s Attachments list, click **Filter > Expiry Date ≤” and pick a date range (e.g., next 60 days).
    • Review all documents nearing expiry to coordinate renewals.
  3. Renew or Replace Expiring Documents
    • For documents flagged as expiring, follow Step 5 to upload a new version.
    • Update the Expiry Date to reflect the new validity.
    • Add a Comment (e.g., “Passport renewed; new expiry 2028-06-01”).
Run a monthly report by going to HR > Reports > Employee Document Expiry Report (if configured) to ensure nothing slips through.