Manage Documents

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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”).